Webhooks

Webhooks allow you to receive instant notifications when events occur in your FillFaster forms. When a submission is created, saved, opened, or first opened, FillFaster sends a POST request to your specified webhook URL with all the relevant submission data.

What is a Webhook?

A webhook is an automated message sent from one application to another when a specific event occurs. Instead of constantly checking for updates (polling), webhooks push data to your server in real-time whenever something happens.

Think of it like a notification system - when someone submits a form, FillFaster immediately sends all the submission details to your server, allowing you to process the data, trigger workflows, or update your systems instantly.

Common Use Cases

Webhooks are ideal for:

• Real-time Data Processing - Instantly receive and process form submissions in your system
• Workflow Automation - Trigger automated actions based on submission events
• CRM Integration - Automatically create or update records in your CRM when forms are submitted
• Notification Systems - Send custom notifications to your team or customers
• Data Synchronization - Keep your databases in sync with FillFaster submissions

Webhook Events

FillFaster supports the following webhook events:

• submitted - Triggered when a form is submitted
• submission_saved - Triggered when a submission is saved (but not yet submitted)
• submission_opened - Triggered each time a submission link is opened
• submission_first_opened - Triggered only the first time a submission link is opened

Webhook Payload Structure

When an event occurs, FillFaster sends a POST HTTP request to your webhook URL. The following example illustrates the structure of the webhook payload:

{
    "event": {
        "event_name": "submitted", // "submitted" | "submission_saved" | "submission_opened" | "submission_first_opened"
        "event_timestamp": "2026-01-30T09:03:46.422Z"
    },
    "submission_id": "wOCMkUhK", // unique submission ID
    "inputData": {
        // All the form fields, unless excluded in the settings
        "name": "John Smith",
        "phone": "048275923"
        //...
    },
    "user_data": { // Only if sent during "create submission"
        "itemId": 374628374, //monday itemId
        "crm_user_id": 123 // any other system and variable
    },
    "submission_file_link": "https://fillfaster.com/dashboard/submission/wOCMkUhK", // Default to view in dashboard; optionally a public direct link
    "form_id": "sfRPPph",
    "form_name": "Example Form Name"
}

Payload Fields Explained

• event - Contains information about the webhook event

  • event_name - The type of event that triggered the webhook (submitted, submission_saved, submission_opened, or submission_first_opened)
  • event_timestamp - ISO 8601 timestamp of when the event occurred

• submission_id - Unique identifier for the submission, also used for downloading the signed PDF

• inputData - An object containing all the form field data submitted by the recipient

  • Note: This includes all form fields unless specific fields were excluded in your field settings

• user_data - Custom metadata that you provided when creating the submission (only present if you sent it during submission creation)

  • This is useful for tracking your internal IDs or other custom data

• submission_file_link - A link to view the submission

  • By default, this is a dashboard link for viewing the submission
  • Can optionally be configured as a public direct download link

• form_id - The unique identifier of the form template

• form_name - The name of the form

Setting Up Webhooks

To configure webhooks for your forms:

1. Log in to your FillFaster Dashboard
2. Navigate to your form settings
3. Find the webhook configuration section
4. Enter your webhook URL (the endpoint where you want to receive the data)
5. Select which events you want to trigger the webhook
6. Optionally configure which fields to include or exclude from the payload (set in the field settings)
7. Save your settings

Testing Your Webhook

When developing your webhook endpoint, make sure to:

• Return a 200 Status Code - Your server should respond with a 200 OK status to acknowledge receipt
• Process Quickly - Handle the webhook data asynchronously if processing takes time
• Secure Your Endpoint - Validate webhook signatures or use HTTPS to ensure requests are coming from FillFaster

Best Practices

1. Store Submission IDs - Keep track of processed submission IDs to prevent duplicate processing
2. Use user_data - Include your internal IDs or tracking data when creating submissions so you can easily correlate webhook data with your records
3. Log All Webhooks - Log incoming webhook data for debugging and auditing purposes
4. Implement Retry Logic - If your webhook processing fails, have a system to retry or manually process failed submissions
5. Monitor Performance - Track webhook delivery times and failures to ensure your endpoint is performing well

Troubleshooting

Webhook Not Being Received

Solution:

• Verify your webhook URL is correct and publicly accessible
• Check that your server is returning a 200 status code
• Review your firewall settings to ensure incoming requests are not blocked

Summary

Webhooks provide a powerful way to integrate FillFaster with your existing systems and workflows. By receiving real-time notifications about form submissions, you can automate processes, sync data, and create seamless experiences for your users without manual intervention.