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API / Webhook Actions

API webhook actions let your chatbot send data to external systems when triggered. This connects your chatbot to your existing tools — like CRMs, helpdesks, email marketing platforms, or custom applications.

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When to Use Webhooks

Webhook actions are ideal for:
  • CRM integration — Send lead information directly to your CRM when visitors fill out forms
  • Ticket creation — Automatically create support tickets in your helpdesk system
  • Email alerts — Trigger email notifications when specific events happen
  • Custom workflows — Connect to automation platforms like N8N or Zapier
  • Data sync — Push conversation data to your analytics or data warehouse

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Creating a Webhook Action

1

Go to Custom Actions

Open your agent’s dashboard and click the Custom Actions tab.
2

Create a new action

Click Create Action and select API / Webhook as the type.
3

Configure the webhook

Enter the details for your webhook:
  • Webhook URL — The endpoint that will receive the data
  • Headers — Any custom headers required by your endpoint (like API keys)
  • Retry settings — How many times to retry if the webhook fails
4

Save

Save your webhook action.

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How Webhooks Work

When a webhook action is triggered during a conversation:
  1. Chatref collects the relevant data (form fields, conversation context, etc.)
  2. The data is sent as a request to your specified webhook URL
  3. Your external system receives the data and processes it
  4. If the request fails, Chatref retries according to your retry settings

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Setting Up Your Endpoint

Your webhook endpoint should be a URL that can receive incoming data. Most platforms provide webhook URLs you can use:
  • Zapier — Create a Zap with a “Webhooks” trigger to get a URL
  • N8N — Use a Webhook node to receive data
  • Custom server — Set up an endpoint on your own server

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Custom Headers

If your endpoint requires authentication or special headers, you can add them in the webhook configuration. Common examples:
  • Authorization: Bearer your-api-key
  • Content-Type: application/json
  • Custom API keys or tokens
Keep your webhook URLs and API keys secure. If your webhook endpoint handles sensitive data, make sure it uses HTTPS and has proper authentication.

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Retry Settings

Configure how many times Chatref should retry sending data if the webhook fails. This helps ensure data delivery even if your endpoint has temporary issues.

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Viewing Webhook Activity

Track all webhook triggers from the Custom Actions tab. You can see:
  • When each webhook was triggered
  • The data that was sent
  • Whether the request succeeded or failed
Test your webhook with a service like webhook.site first to make sure the data format is correct before connecting it to your production systems.