Webhook Integrations

Overview

Webhook Integrations enable your Utari workers to respond automatically to events from external applications. When something happens in a third-party app—like a meeting ending, a form submission, or a payment completing—that app can trigger your Utari worker to process the information and take action, creating powerful automated workflows.

How Webhook Integrations Work

Event Occurs in External App

Something happens in the third-party application:

Meeting recording completes (Fathom, Zoom)
Form submitted (Typeform, Google Forms)
Payment received (Stripe, PayPal)
Email received (Gmail, SendGrid)
Calendar event created (Google Calendar)

App Sends Webhook

The external app sends data to your Utari webhook URL with information about what happened.

Utari Worker Activated

Your configured worker receives the webhook data and executes your custom prompt.

Worker Takes Action

The worker processes the information and performs configured tasks:

Extract and analyze data
Update other systems
Send notifications
Create documents
Trigger workflows

Webhooks enable real-time automation—workers respond immediately when events occur, without manual intervention or scheduled checking.

Setting Up Webhook Integrations

Part 1: Configure Utari Worker

Choose or Create Worker

Select a worker for handling webhook events:Option A: Use Existing Worker

Good for general-purpose automation
Can handle multiple webhook types

Option B: Create Dedicated Worker (Recommended)

Specialized for specific webhook events
Tailored instructions for consistent handling
Easier to track and manage

    Example: "Meeting Transcription Processor"
    Purpose: Handle meeting recording webhooks from Fathom

Add Required Integration (If Needed)

If the webhook source requires API access:

    1. Go to worker → Integrations → Browse Apps
    2. Search for the service (e.g., "Fathom")
    3. Click "Add" → "Create new connection"
    4. Get API key from service:
       - Log into third-party service
       - Find API/Developer settings
       - Generate new API key
       - Copy key
    5. Paste API key into Utari
    6. Click "Connect"
    7. Enable relevant tools

Not all webhooks require integration. Some only send data without needing API access back to the service.

Create Webhook Trigger

Set up the webhook endpoint:Method 1: From Worker

Go to worker → Triggers tab
Click "Create new trigger"
Select "Webhook trigger"

Method 2: From Triggers Dashboard

Go to Triggers → Add Trigger
Select "Webhook trigger"
Choose the worker

Configure Webhook Details

Trigger Name:Give your webhook a descriptive nameExamples: “Fathom Meeting Processor” or “Typeform Submission Handler”Description (Optional):Brief description of what this webhook handlesSecurity:Toggle “Require Secret Token” (Recommended)

Enables security verification
Ensures data comes from legitimate source
Prevents unauthorized webhook calls

Webhook calls must include a secret token for authentication

Configure Prompt Template

Agent Instructions:Define what your agent should do when a webhook is receivedBasic Structure:

    Process the following [event type].
    
    Extract:
    - [Key information 1]
    - [Key information 2]
    - [Key information 3]
    
    Then:
    1. [Action step 1]
    2. [Action step 2]
    3. [Action step 3]
    
    Do not ask for confirmation—execute automatically.

Available Variables:Use these placeholders in your template - they’ll be replaced with actual webhook data:

{{payload}} - Full webhook payload as JSON
{{payload.field}} - Specific field from payload (e.g., payload.title)
{{payload.nested.field}} - Nested field access
{{timestamp}} - When the webhook was received
{{trigger_name}} - Name of this trigger

Example Template:

    Process the following meeting recording:
    
    Title: {{payload.meeting_title}}
    Recording URL: {{payload.recording_url}}
    
    Please summarize the key points and action items.

Model Selection:Choose which model to use for processing webhooks

Utari Basic (Recommended for most webhook processing tasks)

Create Trigger

Click “Create Trigger”You’ll receive:

Webhook URL: Starts with https://utari.up.railway.app/v1/triggers/...
Secret Token: One-time display (if enabled)

IMPORTANT: Copy both immediately!Example webhook URL:

    https://utari.up.railway.app/v1/triggers/373a2...

The secret token should be included in the x-webhook-secret header

Save the secret token now! It won’t be shown again. You’ll need to include it in the x-webhook-secret header when the third-party service calls your webhook.

Webhook URL and Secret Token

After creating your webhook trigger, you’ll receive: Webhook URL: Configure your external service to send POST requests to this URL:

https://utari.up.railway.app/v1/triggers/[your-trigger-id]

Copy this URL and paste it into the webhook configuration of your third-party service (Fathom, Typeform, Stripe, etc.) Secret Token: If you enabled “Require Secret Token”, include this in the x-webhook-secret header: Example Request:

curl -X POST 'https://utari.up.railway.app/v1/triggers/373a2...' \
  -H 'Content-Type: application/json' \
  -H 'x-webhook-secret: sk_trigger_So1ECq1Dat9hxcPip0OMPq912fvL9rPwKbu8bph3sW8' \
  -d '{"event": "example", "data": "your payload"}'

Part 2: Configure Third-Party App

Find Webhook Settings

In the third-party application:

    Common locations:
    - Settings → Webhooks
    - Settings → Integrations → Webhooks
    - Settings → API → Webhooks
    - Developer → Webhooks
    - Automation → Webhooks

Create New Webhook

Click "Add Webhook" or "Create Webhook"
Paste Utari webhook URL as destination
Select event types to trigger webhook
Configure additional settings (if available)

Select Trigger Events

Choose which events should activate the webhook:

    Examples:
    - Meeting completed
    - Form submitted
    - Payment received
    - File uploaded
    - Record created/updated
    
    Select only events you want to process

Add Secret Token (If Required)

    Some services request authentication:
    - Look for "Secret" or "Authentication" field
    - Paste the secret token from Utari
    - May be labeled as "Signing Secret" or "Verification Token"
    - Should be sent in x-webhook-secret header
    
    Not all services support custom headers

Configure Data Scope

Select what data to send:

    Common options:
    - Full payload (all data)
    - Transcript only
    - Metadata only
    - Custom fields
    
    Choose based on your processing needs

Save and Activate

    Save the webhook configuration
    
    Webhook is now active!
    Events will trigger your Utari worker automatically

Example Webhook Integrations

Meeting Recording Automation (Fathom Example)

Fathom Meeting Processor

Setup:

  Worker: "Meeting Transcription Processor"
  Integration: Fathom (with API key)
  Trigger: Webhook - Meeting completed

Agent Instructions:

  Process this completed meeting recording.
  
  The meeting data is: {{payload}}
  
  Steps:
  1. Extract the transcript ID from the payload
  2. Use the Fathom integration to retrieve full transcript
  3. Analyze the transcript and extract:
     - Key discussion points
     - Action items and owners
     - Decisions made
     - Follow-up questions
  4. Create a meeting summary document
  5. Save to "Meeting Notes/[Date]/" folder
  6. Send summary to #meetings Slack channel
  
  Execute automatically without asking for confirmation.

Result: Every meeting automatically processed and documented

Form Submission Processing

Typeform Lead Capture

Setup:

  Worker: "Lead Qualification Bot"
  Integration: CRM (Salesforce/HubSpot)
  Trigger: Webhook - Form submitted

Agent Instructions:

  Process this form submission: {{payload}}
  
  Extract:
  - Name: {{payload.name}}
  - Email: {{payload.email}}
  - Company: {{payload.company}}
  - Interest: {{payload.product_interest}}
  
  Actions:
  1. Create new lead in CRM with extracted data
  2. Research company on LinkedIn for additional context
  3. Score lead based on:
     - Company size
     - Industry fit
     - Product interest
  4. If score > 7: Notify sales team via Slack immediately
  5. If score 4-7: Add to nurture sequence
  6. If score < 4: Add to general newsletter
  
  Log all actions in "Lead Processing Log" spreadsheet.

Result: Instant lead qualification and routing

Payment Processing

Stripe Payment Automation

Setup:

  Worker: "Payment Processor"
  Integration: Email, Accounting system
  Trigger: Webhook - Payment succeeded

Agent Instructions:

  Process successful payment: {{payload}}
  
  Payment details:
  - Amount: {{payload.amount}}
  - Customer: {{payload.customer_email}}
  - Product: {{payload.product_name}}
  
  Tasks:
  1. Send payment confirmation email to customer
  2. Log transaction in accounting spreadsheet
  3. If first payment: Send onboarding email sequence
  4. If renewal: Extend subscription, send thank you
  5. Notify finance team in Slack
  6. Update customer record in CRM
  
  Execute immediately.

Result: Automatic payment processing and customer communication

Calendar Event Automation

Meeting Preparation Assistant

Setup:

  Worker: "Meeting Prep Bot"
  Integration: Calendar, CRM, Email
  Trigger: Webhook - Event created with "Client Meeting" in title

Agent Instructions:

  Prepare for upcoming meeting: {{payload}}
  
  Meeting details:
  - Time: {{payload.start_time}}
  - Attendees: {{payload.attendees}}
  - Title: {{payload.title}}
  
  Preparation:
  1. Extract company name from meeting title
  2. Research company and attendees on LinkedIn
  3. Check CRM for previous interactions
  4. Gather relevant product materials
  5. Create meeting prep document with:
     - Attendee backgrounds
     - Company context
     - Previous conversation summary
     - Suggested talking points
  6. Email prep document to meeting owner
  
  Execute 24 hours before meeting.

Result: Automatic meeting preparation and briefings

Monitoring and Managing Webhooks

Viewing Webhook Activity

Access Trigger History

    Go to: Worker → Triggers → Select webhook trigger
    
    or
    
    Go to: Triggers dashboard → Find webhook trigger

Review Recent Runs

    See all webhook executions:
    - Timestamp
    - Status (success/failed)
    - Execution duration
    - Data received
    
    Click on individual run to see details

Examine Run Details

    For each webhook execution:
    
    View:
    - Prompt template used
    - Payload data received
    - Worker's response
    - Actions taken
    - Any errors
    
    Use this to debug and improve prompts

Refining Webhook Prompts

Be Specific
Avoid Questions
Handle Edge Cases
Use Payload Variables

❌ Vague: “Process this data”✅ Specific:

    Process this meeting recording.
    Extract transcript ID from payload.transcript_id.
    Retrieve full transcript using Fathom integration.
    Analyze for action items and decisions.
    Create summary document.
    Send to Slack #meetings channel.

❌ Asks for input:

    I received meeting data. What should I do with it?

✅ Direct execution:

    Process automatically without asking for confirmation.
    Execute all steps immediately upon receiving webhook.

❌ Assumes success:

    Get the transcript and summarize it

✅ Handles errors:

    Get the transcript using the transcript_id.
    If transcript not available yet, wait 30 seconds and retry.
    If still unavailable after 3 attempts, log error and notify admin.
    If successful, proceed with summarization.

❌ Generic:

    Process the meeting

✅ Uses specific fields:

    Process meeting: {{payload.title}}
    Date: {{payload.date}}
    Duration: {{payload.duration}}
    Participants: {{payload.attendees}}
    
    Use transcript_id: {{payload.transcript_id}} to retrieve full transcript

Webhook Security

Use Secret Tokens

Always enable secret token requirement to verify webhook authenticity

Validate Payload

Configure worker to validate expected data structure

Monitor Activity

Regularly review webhook logs for unusual patterns

Limit Scope

Only subscribe to events you actually need to process

HTTPS Only

Webhook URLs use HTTPS by default (utari.up.railway.app)

Error Handling

Include error handling in prompts for failed operations

Common Webhook Providers

Meeting & Communication
Forms & Surveys
E-commerce & Payments
Project Management
CRM & Sales

Supported Services:

Fathom: Meeting recordings and transcripts
Zoom: Meeting completed, recording available
Google Meet: Recording uploaded
Slack: Message posted, file shared
Discord: Message sent, member joined
Microsoft Teams: Meeting ended

Common Use Cases:

Transcription and summarization
Action item extraction
Meeting notes distribution
CRM updates from call notes

Troubleshooting

Webhook not triggering

Check:

Webhook URL copied correctly to third-party app
URL starts with https://utari.up.railway.app/v1/triggers/
Third-party app webhook is enabled/active
Event type selected in third-party app
Test webhook manually in third-party settings
Check third-party app webhook logs for errors
Verify worker is active in Utari

Worker asking for input instead of executing

Fix prompt to be more directive:❌ Current: “What should I do with this data?”✅ Updated: “Process automatically without confirmation. Execute these steps immediately: [specific steps]”Add explicit instruction to not ask questions

Can't access specific data fields

Debug payload structure:

Check a recent webhook run in trigger history
View the raw payload received
Identify correct field names
Update prompt with correct variable syntax

Examples:

{{payload.field}} for top-level fields
{{payload.nested.field}} for nested fields

Note: If payload shows transcriptId but you used transcript_id, match the exact field name

Integration tools not available

Verify:

Integration is connected in worker
API key is valid and active
Required tools are enabled
Worker has permission to use integration
Integration connection wasn’t disconnected

Webhook timing issues

Consider:

Some webhooks fire before data fully processed
Add wait time: “Wait 30 seconds after receiving webhook”
Implement retry logic for data retrieval
Check if third-party offers “processing complete” event

Secret token authentication failing

Verify:

Secret token is included in x-webhook-secret header
Token was copied correctly (no extra spaces)
Third-party service supports custom headers
Token hasn’t expired or been regenerated

If you lost the token, you’ll need to create a new webhook trigger

Too many webhook triggers

Optimize:

Filter events more specifically in third-party app
Add conditional logic to prompt: “Only process if status equals completed”
Consider batching: Process every N minutes instead of real-time
Disable webhook temporarily if testing

Best Practices

Dedicated Workers

Create specialized workers for each webhook type for better control

Detailed Prompts

Write comprehensive prompts that handle all scenarios

Test Thoroughly

Test webhooks multiple times with different data before production

Monitor Regularly

Review webhook execution logs to catch issues early

Error Handling

Include fallback actions for when operations fail

Document Workflow

Keep notes on what each webhook does and why

Use Secret Tokens

Always enable secret token authentication

Iterative Improvement

Refine prompts based on actual execution results

Summary

You’ve successfully learned how to:

Set up webhook integrations between third-party apps and Utari

Configure workers to process webhook events automatically

Write effective webhook processing prompts with payload variables

Monitor and troubleshoot webhook executions

Apply security best practices with secret tokens

Create automated workflows triggered by external events

Webhook integrations transform Utari workers into event-driven automation engines that respond immediately to real-world triggers, creating seamless workflows across your entire application ecosystem.

Next Steps

Triggers & Automation

Learn about other trigger types beyond webhooks

Integrations

Explore available app integrations

Agent Configuration

Optimize workers for webhook processing

MCP Servers

Connect additional services for webhook workflows

​Overview

​How Webhook Integrations Work

​Setting Up Webhook Integrations

​Part 1: Configure Utari Worker

​Webhook URL and Secret Token

​Part 2: Configure Third-Party App

​Example Webhook Integrations

​Meeting Recording Automation (Fathom Example)

Fathom Meeting Processor

​Form Submission Processing

Typeform Lead Capture

​Payment Processing

Stripe Payment Automation

​Calendar Event Automation

Meeting Preparation Assistant

​Monitoring and Managing Webhooks

​Viewing Webhook Activity

​Refining Webhook Prompts

​Webhook Security

Use Secret Tokens

Validate Payload

Monitor Activity

Limit Scope

HTTPS Only

Error Handling

​Common Webhook Providers

​Troubleshooting

​Best Practices

Dedicated Workers

Detailed Prompts

Test Thoroughly

Monitor Regularly

Error Handling

Document Workflow

Use Secret Tokens

Iterative Improvement

​Summary

​Next Steps

Triggers & Automation

Integrations

Agent Configuration

MCP Servers

Overview

How Webhook Integrations Work

Setting Up Webhook Integrations

Part 1: Configure Utari Worker

Webhook URL and Secret Token

Part 2: Configure Third-Party App

Example Webhook Integrations

Meeting Recording Automation (Fathom Example)

Form Submission Processing

Payment Processing

Calendar Event Automation

Monitoring and Managing Webhooks

Viewing Webhook Activity

Refining Webhook Prompts

Webhook Security

Common Webhook Providers

Troubleshooting

Best Practices

Summary

Next Steps