How to use Webhooks in Formflow

Purpose

This SOP explains how to use webhooks in Formflow to send collected form data to external platforms or services such as Make, Zapier, n8n, Google Sheets, CRMs, or other tools.

1. What Are Webhooks?

• A webhook is a way to send real-time data from Formflow to another application.

• Think of it like a shipping label: Formflow packages the data, and the webhook sends it to the “address” you specify (e.g., Make, Zapier, or an API endpoint).

• This makes Formflow highly flexible, enabling integrations with thousands of platforms.

2. Prerequisites

• An active Formflow account.

• An external service capable of receiving webhooks (e.g., Make, Zapier, n8n, or a custom API).

• Optional: Destination app ready for testing (e.g., Google Sheets, CRM, marketing platform).

3. Setting Up a Webhook in Formflow

1. Create or edit a form in Formflow.

2. Build your flow (example: quiz, application, survey, etc.).

3. Add the Webhook module at the step where data should be sent.

   • Ensure the webhook is placed before the Thank You page or redirect.

   • Nothing should come after the Thank You step.

4. Change the webhook payload to Flattened for easier data mapping. (Critical step)

5. Publish the form after adding the webhook.

4. Creating a Webhook Endpoint (Example: Make)

1. Log in to Make (or other integration platform).

2. Create a New Scenario.

3. Select Webhooks → Custom Webhook (⚠️ Do not use “Mailhook”).

4. Name it (e.g., Formflow Demo Webhook).

5. Save and copy the webhook URL provided. (This is your “address.”)

6. Paste this URL into the webhook field in Formflow.

7. In Make, click Run Once so the scenario listens for incoming data.

5. Testing the Webhook

1. Open the Live version of your Formflow form.

   • ⚠️ Preview mode will not trigger webhooks.

2. Submit a test entry.

3. Check your webhook listener (e.g., Make dashboard).

   • You should see the data package arrive, showing all captured fields.

6. Sending Data to Other Applications

Once the webhook is connected, you can route data to almost any platform.

Example: Google Sheets (common use case):

1. In your Make scenario, add a module (e.g., Google Sheets → Add Row).

2. Connect your Google Sheets account.

3. Select the sheet and map fields from the webhook data (Name → Name column, Email → Email column, etc.).

4. Save and activate the scenario.

5. Re-test by submitting a live form entry. Data should appear instantly in Google Sheets.

Other integrations could include:

• HighLevel → Create a contact.

• Kajabi → Add subscriber.

• CRMs (HubSpot, Salesforce, etc.) → Create/update leads.

• Custom API → Send data to your own backend system.

7. Best Practices

• Always set the webhook payload to Flattened.

• Use Run Once mode when testing in Make/Zapier/n8n.

• Test only in Live mode, not Preview.

• Validate fields like email to prevent failures.

• Save scenarios multiple times in Make to ensure settings are applied.

• Consider webhooks as two-way connections: Formflow can send data out, but you can also use webhooks to push data back into other systems.

8. Conclusion

Using webhooks with Formflow allows you to connect forms to virtually any external system. By configuring a webhook endpoint and mapping fields, you can automate workflows, eliminate manual data handling, and expand Formflow’s capabilities across thousands of apps.