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Setting up a Webhook Workflow has four parts: create the workflow, get its callback URL, capture a real test payload, then map that payload’s fields to your template’s variables.
Before you start, have an approved Message Template with variables ready — see Creating a WhatsApp Message Template. The webhook data fills those variables; you can’t map anything without them.
1

Create a new workflow

Go to Chatbot Manager → Automation → Webhook Workflows and click Create. Fill in the workflow details:
  • Workflow Name — a recognizable name, e.g. Cal.com Booking Confirmation.
  • Select Number — the WhatsApp number to send messages from.
  • Select Template — the approved message template to use.
Workflow Details form with Workflow Name set to Abandoned Cart Recovery, Message Template set to orderdetails, and a Create Workflow button, alongside the AI Workflow Assistant panel
The AI Workflow Assistant panel next to the form can do most of this for you — tell it the provider or workflow name, or paste a sample JSON payload, and it offers shortcuts like Set name & template, Map webhook data, and Paste JSON sample.
2

Get the callback URL

After saving, ChatSyncs generates a unique Webhook Callback URL, e.g. https://platform.chatsyncs.com/webhook/whatsapp-workflow/xxxxxxx. Copy it and paste it into your third-party app’s webhook or notification settings — for example, in Cal.com that’s Settings → Webhooks → Event Triggers.
Configure Webhook Data panel with the Webhook Callback URL, Google Sheet Instruction link, Real-time Response and Custom JSON Body tabs, and a Capture Webhook Response button
Each workflow has its own URL, so a test call to it only ever affects this one workflow. No live form yet? Use the Custom JSON Body tab to paste a sample payload instead of capturing a real one.
3

Capture a test response

Click Capture Webhook Response — this tells ChatSyncs to start listening for the next call to this workflow’s URL.
Configure Webhook Data panel with the Capture Webhook Response button showing a Capturing Response... state
With ChatSyncs still capturing, trigger a real event in your third-party app (e.g. make a test booking), or send a POST request straight to the callback URL from a tool like Postman:
Postman POST request to a ChatSyncs webhook workflow URL with a JSON body containing phone, customer_name, order_id, product_list, total_price, delivery_date, tracking_url, and status fields
Capture before you send, not after. Clicking Capture after the test event fires can leave the field list empty or show data from an older, unrelated capture.
4

Map the data to template variables

Once ChatSyncs receives the test payload, the Webhook Response Mapping section lists every field it found:
Webhook Response Mapping screen with Phone Number, Variable: PRODUCTLIST, Variable: TOTALPRICE, and Variable: DELIVERYDATE, each mapped to a detected field with a Select Formatter option
  • Phone Number — select the JSON path that holds the recipient’s phone number. This is required — without it ChatSyncs has no destination for the message.
  • Variables — for each template variable (e.g. USERNAME, BOOKINGDATE, MEETINGLINK), select the matching JSON path from the webhook response, e.g. payload > attendees > 0 > name → the customer’s name.
  • Data Formatters — optionally transform a field before sending (e.g. reformat a date).
Click Save once every variable is mapped.
ChatSyncs maps the field name, not the sample value. A dropdown showing customer_name : Rahul Reddy means “use whatever comes in under the customer_name key” — not literally “Rahul Reddy” every time. A later submission with a different name fills the template automatically, as long as the field name stays the same.
5

Verify and activate

After saving, the workflow appears on the dashboard. Its Verified column shows whether a successful test webhook has been received. Once verified, the workflow is live and sends messages automatically every time the webhook fires.
Want a worked example end to end? See How to Send Automated WhatsApp Messages on WP Form Submission for wiring a WordPress form plugin to a workflow like this one.

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Frequently asked

Click Capture Webhook Response before triggering the test event, not after — ChatSyncs only reads fields from a call made while it’s actively capturing.
Yes — use the Custom JSON Body tab to paste a sample payload, or send a POST request to the callback URL yourself from Postman or curl.
No — ChatSyncs maps by field name (the JSON key), not the sample value shown during setup. Only a renamed or removed field breaks the mapping.
The workflow can’t send anything — Phone Number tells ChatSyncs who to message, so it’s required before the workflow can go live.
  • The Phone Number mapping is mandatory — without it, ChatSyncs has no recipient for the message.
  • Only an approved template can be selected — a workflow can’t send a template that hasn’t come back Approved from Sync Template.
  • A renamed field breaks its mapping silently — if a third-party app changes a field name later, re-capture a response and remap it.