If you’re searching for how to connect forms to any system – whether it’s a CRM, EHR, accounting platform, or internal tool – webhooks offer one of the most flexible and powerful solutions available.
While native integrations cover common use cases, they don’t always support every system your team relies on. That’s where webhooks come in.
During FormFest 2026, FormAssembly’s annual virtual user conference, we hosted learning sessions based on a variety of use cases, including a session on how to use webhooks to connect forms to any system.
In this blog, we provide a recap of that session. You’ll learn how to use webhooks to send form data anywhere, how they work, and how to set them up to automate workflows across your entire tech stack.
Don’t feel like reading the blog? Watch the full session on-demand here.
What Is a Webhook?
A webhook is a way to send data from one system to another in real time.
Think of it like this:
- A URL is where you view information
- A webhook is where you send information
When a specific event happens, like a form submission, a webhook automatically sends that data to another system.
This makes webhooks ideal for:
- Automating workflows
- Connecting tools that don’t have native integrations
- Triggering actions across multiple platforms
Why Use Webhooks Instead of Native Integrations?
Native connectors (like Salesforce or Google integrations) are powerful, but they’re limited to specific platforms.
Webhooks remove those limitations.
With a webhook, you can send data to:
- CRMs that don’t have built-in connectors
- EHR systems
- Tools like QuickBooks, project management platforms, or internal databases
- Automation tools like Microsoft Power Automate
- Custom-built systems and APIs
This gives you complete control over how and where your data flows.
How Webhooks Work in Form Workflows
When someone submits a form, a webhook connector can:
- Capture the form data
- Format it properly
- Send it to a specified endpoint (URL)
- Trigger actions in the receiving system
This happens instantly and automatically – no manual intervention required.
Step-by-Step: How to Set Up a Webhook
To configure a webhook, you’ll need a few key components:
1. Endpoint URL
This is the destination where your data will be sent. It’s typically generated by the system you’re connecting to (e.g., Microsoft Power Automate or another API).
2. Authentication Method
Depending on the system, you may need to authenticate your request. Common options include:
- API keys
- OAuth
- Basic authentication
This ensures secure data transfer between systems.
3. Data Format (Payload)
You control how your data is structured. Options include:
- Simple form-encoded data
- Custom JSON payloads
- Raw data formats
This flexibility allows you to match the exact requirements of your destination system.
4. Field Mapping and Data Selection
You choose exactly what data gets sent. For example:
- Include only key fields (name, email, project details)
- Append static values (e.g., campaign name or year)
- Exclude sensitive or unnecessary data
This ensures clean, relevant data is delivered every time.
Watch the Demo: Sending Form Data via Webhook
Watch the demo from FormFest 2026 to see how a form submission triggers a webhook and sends data to an external system in real time.
Real-World Use Cases for Webhooks
Because webhooks are so flexible, they can support a wide range of use cases across teams:
Marketing
- Send form submissions to campaign tools
- Trigger webinar registrations or follow-ups
- Sync leads across multiple platforms
Operations
- Create tasks in project management tools
- Update internal systems or databases
- Trigger workflows in automation platforms
IT and Engineering
- Connect to custom APIs or internal tools
- Route data through API gateways
- Build scalable, event-driven workflows
One common use case is sending form data to Microsoft Power Automate.
Here’s how it works:
- A form is submitted
- The webhook sends a JSON payload to a Power Automate endpoint
- Power Automate processes the data
- The data is stored (e.g., in a SharePoint list) or triggers additional workflows
This allows you to extend your form workflows into the broader Microsoft ecosystem.
Advanced Capabilities: More Control, More Flexibility
Webhooks give you granular control over your data and workflows:
- Custom headers: Add API keys or metadata required by the receiving system
- Error handling: Define what happens if a request fails (e.g., reroute users or trigger fallback steps)
- Conditional logic: Send data only under specific conditions
- Multiple actions: Send data to multiple systems within a single workflow
Important Considerations for Data Security
Because webhooks can send data anywhere, it’s important to manage them carefully. Best practices include:
- Only send necessary data
- Use secure authentication methods
- Verify endpoint security
- Avoid transmitting sensitive data unless required
You maintain full control over what is sent and where it goes.
The Result: Fully Connected Workflows
By using webhooks, you can eliminate data silos, automate cross-system workflows, and connect tools that otherwise don’t natively integrate. Furthermore, using webhooks reduces manual work and delays and enables you to scale your processes without adding complexity.
Most importantly, webhooks allow you to create a flexible foundation that can adapt to your evolving tech stack.
Final Takeaway
If your forms need to connect to systems beyond FormAssembly’s standard integrations, webhooks provide the flexibility to make it happen.
Send your data anywhere and build workflows that match how your organization actually operates.
Curious to see this in action?
Schedule a personalized demo of the FormAssembly platform, tailored to your specific use cases, or start a free, no-strings-attached trial to explore on your own.
