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Webhook guide: Instantly

How Instantly webhooks work, how to set them up with OutboundSync, and some things to consider.

Webhooks are a powerful way to receive real-time notifications about events happening within your Instantly account.

By properly configuring your webhooks with OutboundSync, you can automate workflows, integrate with your CRM, generate reporting on your campaign attribution, and more.

What Are Instantly Webhooks?

A webhook is an HTTP callback that sends data to a specified URL when certain events occur in your Instantly account.

Instead of constantly polling Instantly for updates, webhooks allow you to receive event notifications instantly, enabling seamless integration with your applications.

If an event fails to deliver, Instantly will retry a maximum of three (3) times in 30 seconds to deliver that webhook payload.

Setting Up Webhooks in Instantly

Instantly allows you to set up multiple webhook URLs for each given Instantly workspace. 

Instantly does not have have sub-segmentation at the account- or client- level, since Instantly users typically partition their accounts at the workspace-level.

1. Go to the Settings section of your Instantly workspace. Go to the Integrations menu, then click Webhooks.

2. Click the Add Webhook button to load the following screen:

3. Enter a name, a webhook URL from OutboundSync, and toggle on the webhook event types you want to send to OutboundSync. Listed below are all the currently supported webhook event types:

  • Email sent
  • Email bounced
  • Email opened
  • Email link clicked
  • Reply received
  • Lead unsubscribed
  • Lead is marked as interested
  • Lead is marked as not interested
  • Lead is marked as neutral
  • Lead status changed to Meeting booked
  • Lead status changed to Meeting complete/Not closed
  • Lead status changed to Close
  • Lead status changed to Out of office
  • Lead status changed to Wrong person
  • Other custom labels you created for lead status

4. Select whether you want the webhook payloads to be sent to OutboundSync for All Campaigns, or for an individual campaign.

We encourage you to consider sending all webhook payloads to OutboundSync to ensure no data loss and maximum attribution coverage. However you can manually select the OutboundSync webhook payload for each campaign.

5. Click the Add webhook button, and automatically be returned to the previous webhooks screen.

6. Confirm that you see your newly created webhook and which events it is applied to, as shown below:

Limitations and Considerations

  • Internal-only Webhook Logs: Instantly maintains logs of its webhook performance and their support team can use these to help you troubleshoot issues. Additionally, OutboundSync logs are available and we can help you review them along with our internal server diagnostic logs. 
  • Error Handling: In case of failure, Instantly does have a policy of three (3) retry attempts in 30 seconds for its webhook payloads. OutboundSync is always developing new methods to ensure we have the latest data available from Instantly. 
  • Security: Implement proper security measures on your Instantly account to that will be sending webhook payloads to OutboundSync.

Best Practices

  • Test Your Webhooks: Before deploying to production, test your webhooks by first reviewing Instantly's webhook documentation and using OutboundSync's sync test function.
  • Use Unique URLs: If setting up multiple webhooks, remember to use unique URLs to distinguish between them. 
  • Monitor Performance: Keep an eye on your records in your CRM and history in OutboundSync. If anything seems off, contact us so we can help you diagnose the issue. 

Conclusion

Webhooks are an integral part of automating your workflows with Instantly and your CRM. By understanding how they work and setting them up correctly, you can run a fully integrated outbound operation that integrates with your automations, workflows, and sales processes.