How webhooks connect Aloware with external platforms
Aloware’s webhook integration creates a direct bridge between Aloware and external systems, such as HubSpot, Zapier, or custom endpoints. Unlike scheduled API checks, webhooks send data instantly when specific events occur in Aloware.
Example:
When a new contact is created, the webhook pushes details into your CRM.
When a call is summarized, the summary can be sent directly to your analytics tool.
This integration supports authentication methods, filters to send only relevant data, and testing options before going live.
Why real-time updates matter
Without webhooks, businesses rely on constant API checks to find new data—an approach that causes delays, wasted resources, and missed updates.
Webhooks fix this by sending data the moment an event occurs. Contact records sync instantly, call logs update in real time, and workflows trigger automatically.
In short, it cuts manual work, improves accuracy, and keeps systems aligned without extra effort.
How admins can set up and configure webhooks
Business admins can use webhooks to automate workflows and keep external platforms updated in real time. For example:
Send all new contacts created in Aloware to HubSpot.
Forward only outbound calls longer than two minutes to an analytics tool.
Push call transcriptions directly into a documentation system for quality checks.
How to access webhook settings
Log in to your Aloware admin account.
Go to the Integrations menu.
Select Webhook Integration.
Click + Add Webhook (or edit an existing one).
From here, you can configure authentication, delays, events, and filters.
How to configure authentication
Authentication ensures Aloware's webhook requests are accepted by your external platform.
None - the webhook will not use any specific authentication mechanism, and requests will be sent without credentials.
Basic - the webhook will send a username and password with each request, typically as a base64-encoded string in the Authorization header.
Bearer - the webhook will send a bearer token in the Authorization header to authenticate the API requests. None, Basic, or Bearer Token depending on the endpoint.
How to configure delays
The Delay setting lets you define a pause (in seconds) before the webhook sends its request to an external service.
This is useful when you need to:
Give other workflows time to finish before the webhook runs.
Prevent race conditions or overlapping actions.
Ensure data is synchronized in the correct order.
How to choose which events trigger updates
Decide which activities will send data to your webhook. On the event selection list, check the boxes for the specific data you want to send.
Recommendation - Create one webhook per event type for cleaner organization and to avoid data overload.
Contact events
Contact created - triggers when a new contact is added in Aloware and sends the contact data to your webhook. This keeps your external systems instantly updated.
Contact updated - notifies your webhook whenever a contact’s details change, ensuring external records remain accurate and synchronized.
Contact disposed - sends updates when a contact’s disposition is modified, helping you track status changes and respond quickly.
Contact DNC updated - alerts external systems in real time when a contact is marked as Do Not Contact (DNC) in Aloware.
Communication events
Communication initiated - notifies your webhook as soon as a communication with a contact begins, allowing you to track new interactions immediately.
Communication disposed - sends data when a communication’s disposition changes, helping you monitor outcomes and interaction progress.
Appointment events
Appointment saved - triggers after an appointment is saved in Aloware, enabling calendar updates, follow-ups, and workflow planning in connected tools.
Call events
Call disposed - sends call disposition details after a call is completed, giving you insights for analysis and strategy improvements.
Voicemail saved - notifies your webhook when a voicemail is saved, so teams can track, respond, and manage voicemail-related tasks.
Recording and transcription events
Recording saved - triggers when a call recording is saved in Aloware, ensuring external systems receive complete records for QA, training, or compliance.
Transcription saved - notifies your webhook when a call or communication is transcribed into text and saved, making transcripts available for external processing.
Call summarized - sends data when a transcription is summarized, including summary content, timestamps, and contact details—allowing external systems to process insights in real time.
How to configure filters
Filters allow admins to send only the data they care about.
Direction - inbound vs. outbound communication
Type - calls, SMS, emails, notes, reminders
Disposition status - completed, missed, failed, abandoned
Call duration - minimum or maximum talk time thresholds
Qualified contacts - only send data when conditions are met
Skip lines - exclude events from certain phone lines
By tailoring these settings, admins ensure that connected platforms only receive structured and relevant data—keeping workflows efficient and error-free.
How to save a webhook
When you finish configuring your webhook, you have two options for saving: Save and test webhook or Save without testing.
Option 1: Save and test webhook
Click Save and Test Webhook.
Aloware will:
Save your webhook configuration (URL and selected event type).
Immediately send a test payload (sample data, not real customer data) to the target system (e.g., HubSpot, Zapier).
Use this to confirm that:
The webhook URL is valid.
The receiving system accepts connections.
The integration is Valid & Active.
Note - in some platforms (like HubSpot), the test payload may not include full attributes. Often, it only contains a simple true/false value. This can cause mapping issues, which is why the alternative Save Without Testing option is available.
Option 2: Save without testing
Click Save Without Testing.
Aloware will:
Save your webhook configuration (URL and selected event type).
Skip sending a test payload after saving.
Wait until a real event occurs in Aloware (e.g., a new contact is created, a call transcription is saved). At that moment, the complete payload is sent to the target system.
This option is especially useful because:
The first real event payload contains all correct attributes (IDs, names, contact data, etc.), allowing proper mapping in HubSpot and Zapier.
It avoids problems caused by simplified test payloads (like true/false values).
Workflows are triggered with real, accurate data from the start.
⚠️ Note: The webhook will display as Untested until the first real event happens, but it is already active and ready to trigger workflows.
How an average user can use this
While admins handle configuration, everyday users benefit from the automation it creates. A contact center agent, for example, doesn’t need to manually update the CRM after a call, those details appear automatically. A marketing manager can rely on Zapier workflows to send follow-up messages without toggling between platforms.
For users, the value is in having up-to-date, synchronized information at all times.
How users can test a webhook
Perform a normal action in Aloware, like updating a contact or saving a call transcription.
Wait for the connected system (HubSpot, Zapier, etc.) to receive the webhook event.
Check that the workflow or automation in that system was triggered correctly.
Verify that mapped fields (contact details, transcription text, call IDs) appear as expected.
This loop confirms that the integration is working without requiring technical setup knowledge.
Webhook event examples
Here are some sample webhook payloads to give you a better understanding of the data you can expect:
Outbound call made:
{
"body": {
"id": "54363660",
"company_id": "47",
"campaign_id": "2803",
"ring_group_id": "",
"owner_id": "42",
"user_id": "42",
"workflow_id": "",
"broadcast_id": "",
"incoming_number_id": "6648",
"incoming_number": "+18186006750",
"contact_id": "6896898",
"call_disposition_id": "",
"lead_number": "+18552562001",
"target_users": "",
"attempt": "",
"attempting_users": "",
"destination_number": "client:agent42",
"transfer_prior_user_ids": "",
"transfer_target_user_ids": "",
"in_cold_transfer": "",
"direction": "2",
"type": "1",
"is_read": "",
"recorded_file_is_migrated": "",
"voicemail_is_migrated": "",
"legc_uuid": "",
"legc_status": "",
"first_time_caller": "0",
"body": "",
"attachments": "",
"conference_status2": "10",
"current_status": "completed",
"current_status2": "9",
"disposition_status": "completed",
"disposition_status2": "4",
"resolution2": "1",
"callback_status": "",
"transfer_type": "",
"rejected_by_app": "0",
"duration": "14",
"talk_time": "12",
"wait_time": "4",
"csat_score": "0",
"notes": "",
"country": "US",
"state": "US",
"city": "tollfree",
"engagement_data": "",
"created_at": "2021-04-23 00:22:28",
"updated_at": "2021-04-23 00:22:45",
"has_recording": "",
"has_voicemail": "",
"direct_voicemail_url": "",
"direct_recording_url": "",
"call_disposition": "",
"contact": {
"id": "6896898",
"company_id": "47",
"user_id": "2603",
"initial_campaign_id": "",
"disposition_status_id": "7327",
"lead_source_id": "",
"intake_source": "hubspot",
"phone_number": "+18552562001",
"company_name": "Aloware",
"email": "",
"first_name": "Aloware",
"last_name": "Main line",
"timezone": "America/Chicago",
"external_data": "",
"csf1": "",
"csf2": "",
"unread_count": "2",
"cnam_source": "",
"cnam_city": "tollfree",
"cnam_state": "US",
"cnam_zipcode": "",
"cnam_country": "US",
"address": "",
"website": "",
"notes": "",
"date_of_birth": "",
"last_engagement_at": "2021-04-23 00:22:28",
"last_engagement_text": "↗ (Anoosh R) Call.",
"nb_communications": "108",
"inbound_call_count": "65",
"outbound_call_count": "52",
"inbound_sms_count": "3",
"outbound_sms_count": "2",
"unread_voicemail_count": "0",
"unread_missed_call_count": "1",
"lrn_type": "3",
"is_blocked": "",
"is_dnc": "",
"uuid_v4": "1ddc5d62-bbeb-44ef-814f-b728ad649449",
"text_authorized": "0",
"text_authorized_at": "",
"thread_status": "0",
"workflow_id": "",
"created_at": "2020-04-20 04:21:40",
"updated_at": "2021-04-23 00:22:45",
"name": "Aloware Main line",
"first_communication_campaign_id": "2174",
"last_communication_campaign_id": "2803",
"lead_source": "",
"job_title": "",
"product_id": "",
"disposition_status": "Converted"
}
},
"event": "OutboundPhoneCall-DispositionCompleted"
}Abandoned inbound call
{
"body": {
"id": "54363661",
"company_id": "47",
"campaign_id": "47",
"ring_group_id": "",
"owner_id": "2618",
"user_id": "",
"workflow_id": "",
"broadcast_id": "",
"incoming_number_id": "46",
"incoming_number": "+18552562001",
"contact_id": "6897588",
"call_disposition_id": "",
"lead_number": "+18186006750",
"target_users": "",
"attempt": "",
"attempting_users": "",
"destination_number": "",
"transfer_prior_user_ids": "",
"transfer_target_user_ids": "",
"in_cold_transfer": "",
"direction": "1",
"type": "1",
"is_read": "",
"recorded_file_is_migrated": "",
"voicemail_is_migrated": "",
"legc_uuid": "",
"legc_status": "",
"first_time_caller": "0",
"body": "",
"attachments": "",
"conference_status2": "",
"current_status": "completed",
"current_status2": "9",
"disposition_status": "abandoned",
"disposition_status2": "2",
"resolution2": "1",
"callback_status": "",
"transfer_type": "",
"rejected_by_app": "0",
"duration": "14",
"talk_time": "0",
"wait_time": "14",
"csat_score": "0",
"notes": "System: line was closed and redirected to terminate.\n",
"country": "US",
"state": "CA",
"city": "LOS ANGELES",
"engagement_data": "",
"created_at": "2021-04-23 00:22:31",
"updated_at": "2021-04-23 00:22:46",
"has_recording": "",
"has_voicemail": "",
"direct_voicemail_url": "",
"direct_recording_url": "",
"call_disposition": "",
"contact": {
"id": "6897588",
"company_id": "47",
"user_id": "2618",
"initial_campaign_id": "",
"disposition_status_id": "",
"lead_source_id": "",
"intake_source": "hubspot",
"phone_number": "+18186006750",
"company_name": "",
"email": "",
"first_name": "Aloware Contact",
"last_name": "(+18186006750)",
"timezone": "America/Los_Angeles",
"external_data": "",
"csf1": "",
"csf2": "",
"unread_count": "1",
"cnam_source": "",
"cnam_city": "Los Angeles",
"cnam_state": "CA",
"cnam_zipcode": "90013",
"cnam_country": "US",
"address": "",
"website": "",
"notes": "",
"date_of_birth": "",
"last_engagement_at": "2021-04-23 00:22:31",
"last_engagement_text": "↙ Call.",
"nb_communications": "14",
"inbound_call_count": "14",
"outbound_call_count": "2",
"inbound_sms_count": "1",
"outbound_sms_count": "0",
"unread_voicemail_count": "0",
"unread_missed_call_count": "0",
"lrn_type": "0",
"is_blocked": "",
"is_dnc": "",
"uuid_v4": "0304c414-b908-4b11-9dd7-135a4fe810a4",
"text_authorized": "0",
"text_authorized_at": "",
"thread_status": "3",
"workflow_id": "",
"created_at": "2020-04-20 04:22:16",
"updated_at": "2021-04-23 00:22:33",
"name": "Aloware Contact (+18186006750)",
"first_communication_campaign_id": "47",
"last_communication_campaign_id": "47",
"lead_source": "",
"job_title": "",
"product_id": "",
"disposition_status": ""
}
},
"event": "InboundPhoneCall-DispositionAbandoned"
}Outbound SMS
{
"body": {
"id": "45486",
"company_id": "7",
"campaign_id": "497",
"ring_group_id": "",
"owner_id": "547",
"workflow_id": "",
"broadcast_id": "",
"incoming_number_id": "508",
"incoming_number": "+12058592382",
"contact_id": "182948",
"call_disposition_id": "",
"lead_number": "+14243942058",
"target_users": "",
"attempt": "",
"attempting_users": "",
"user_id": "547",
"destination_number": "",
"transfer_prior_user_ids": "",
"transfer_target_user_ids": "",
"in_cold_transfer": "",
"direction": "2",
"type": "2",
"is_read": "1",
"recorded_file_is_migrated": "",
"voicemail_is_migrated": "",
"legc_uuid": "",
"legc_status": "",
"first_time_caller": "0",
"body": "test 2",
"attachments": "",
"conference_status2": "",
"current_status": "delivered",
"current_status2": "13",
"disposition_status": "completed",
"disposition_status2": "4",
"resolution2": "1",
"callback_status": "",
"transfer_type": "",
"rejected_by_app": "0",
"duration": "1",
"talk_time": "0",
"wait_time": "0",
"csat_score": "0",
"notes": "",
"country": "US",
"state": "CA",
"city": "Alhambra",
"engagement_data": "",
"created_at": "2021-07-19 16:00:34",
"updated_at": "2021-07-19 16:00:36",
"has_recording": "",
"has_voicemail": "",
"direct_voicemail_url": "",
"direct_recording_url": "",
"call_disposition": "",
"contact": {
"id": "182948",
"company_id": "7",
"user_id": "547",
"initial_campaign_id": "10",
"disposition_status_id": "181",
"lead_source_id": "",
"intake_source": "hubspot-webhook",
"phone_number": "+14243942058",
"company_name": "Aloware",
"email": "[email protected]",
"first_name": "Sohrab",
"last_name": "Cell",
"timezone": "America/Los_Angeles",
"external_data": "",
"csf1": "",
"csf2": "",
"unread_count": "0",
"cnam_source": "",
"cnam_city": "Alhambra",
"cnam_state": "CA",
"cnam_zipcode": "",
"cnam_country": "US",
"address": "",
"website": "",
"notes": "",
"date_of_birth": "",
"last_engagement_at": "2021-07-19 16:00:34",
"last_engagement_text": "↗ (Sohrab Sheikhani) test 2.",
"nb_communications": "56",
"inbound_call_count": "6",
"outbound_call_count": "44",
"inbound_sms_count": "2",
"outbound_sms_count": "4",
"unread_voicemail_count": "0",
"unread_missed_call_count": "0",
"lrn_type": "1",
"is_blocked": "",
"is_dnc": "",
"uuid_v4": "ee5650db-f1ac-4373-a78c-ba9ad3bd9a35",
"text_authorized": "0",
"text_authorized_at": "",
"thread_status": "0",
"workflow_id": "",
"created_at": "2021-06-14 21:38:10",
"updated_at": "2021-07-19 16:00:37",
"sequence_id": "",
"name": "Sohrab Cell",
"first_communication_campaign_id": "10",
"last_communication_campaign_id": "497",
"lead_source": "",
"year": "",
"make": "",
"model": "",
"price": "",
"stock": "",
"vin": "",
"handsome_level": "",
"weight": "",
"disposition_status": "Open"
}
},
"event": "OutboundSMS-DispositionCompleted"
}
How this relates to other Aloware tools
The webhook integration works alongside other Aloware features. For example:
HubSpot integration - ensures workflows trigger with complete event data.
Zapier automation - provides real event payloads, avoiding the pitfalls of simplified test data.
CRM sync - keeps contacts and communication history consistent across platforms.
It also complements APIs, call tracking, and SMS tools by extending data flows beyond Aloware.