You can use Tallyfy’s webhooks feature, combined with a middleware tool (like Zapier, Make, or Power Automate), to automatically send custom email notifications when specific events happen in your Tallyfy workflows - like when a task is completed or a process milestone is reached.
What you need
A Tallyfy account (webhooks are usually available on paid plans).
An account with a middleware service (Zapier, Make, Power Automate, etc.).
Basic understanding of how webhooks work and how to set up workflows in your middleware tool.
General setup steps
The exact steps depend on your middleware tool, but here’s the general idea:
Step 1: Get a Webhook URL from your Middleware Tool
Go to your middleware tool (e.g., Zapier).
Start creating a new automation/workflow (e.g., a “Zap”).
Choose “Webhook” as the trigger (the starting point).
Select the option to “Catch Hook” or “Receive Webhook”.
The middleware tool will give you a unique Webhook URL. Copy this URL.
Step 2: Set up the Webhook in Tallyfy
In Tallyfy, go to the template and find the specific step where you want the email to be triggered (e.g., the step whose completion should send the email).
Open the step’s settings (often in the “Advanced” tab or a dedicated “Webhooks” tab).
Find the option to “Emit webhook when completed” (or similar) and turn it ON.
Paste the Webhook URL you copied from your middleware tool into the URL field.
Send a test webhook from Tallyfy to make sure the middleware receives it.
Step 3: Set up the Email Action in your Middleware Tool
Go back to your middleware tool.
Confirm it received the test data from Tallyfy.
Add an “Action” step to your workflow.
Choose an email action (e.g., “Send Email via Zapier”, “Send Email with Gmail”, “Send Email with Outlook 365”).
Step 4: Customize Your Email
In the email action step, configure who the email should go TO. You can often use data from the Tallyfy webhook (like an email address entered in a form field).
Write the SUBJECT line. You can include data from Tallyfy here too (e.g., “Task Completed: {{Process Name}}”).
Write the BODY of the email. Use data from the Tallyfy webhook to include relevant details (e.g., “Task {{Task Name}} was completed by {{Completed By Name}}”).
Add formatting or links back to Tallyfy if needed.
Testing and Turning It On
Test the whole setup by running a test process in Tallyfy and completing the trigger step.
Check if the email arrives and looks correct.
Once you’re happy, turn ON your automation/workflow in the middleware tool.
Now, every time that specific step is completed in your Tallyfy process, your custom email will be sent automatically.
Tallyfy webhooks automatically transmit JSON data to external URLs when workflow events occur at either the template level (firing on any step completion or process launch) or step level (firing only for specific task completions) and include retry logic for failed deliveries along with organizational ID headers for security validation.
Tallyfy webhooks automatically send JSON data to external systems when workflow events occur including process launches and task completions with the payload containing all accumulated data from the process up to that point enabling real-time integrations through middleware tools like Zapier.
Tallyfy webhooks automatically send JSON data to external systems when workflow events occur enabling instant integration with middleware platforms custom APIs and serverless functions without requiring constant polling.
Power Automate integrates email services like Outlook 365 with Tallyfy workflows to automatically trigger processes from incoming emails extract data and attachments and send personalized notifications based on task completions or process milestones.