Tallyfy webhooks automatically send comprehensive workflow data to external systems when processes launch or tasks complete enabling real-time automation and integration across your entire technology stack.
Webhook payload structure
When Tallyfy sends a webhook to your endpoint, it delivers a JSON payload containing comprehensive data about the event. The exact structure varies based on webhook type - process-level webhooks (fired when a process launches or completes) versus task-level webhooks (fired when a specific task completes).
This reference shows the complete, verified structure produced by Tallyfy’s actual API code, not theoretical examples.
Process-level webhooks fire when someone launches a new process or when a process completes. These webhooks include the full process state and all kick-off form data.
Process Webhook Payload├── Process Information (from RunTransformer)│ ├── id, increment_id, name, summary│ ├── status, progress, whole_progress│ ├── checklist_id, checklist_title│ ├── created_at, started_at, completed_at│ ├── owner_id, started_by│ ├── collaborators (array of user IDs)│ └── Kick-off form data│ ├── prerun (structured form field values)│ ├── prerun_status, prerun_completed_at│ └── prerun_submitted_by│├── process-tasks│ └── Map of task alias => task ID│├── ko-form-fields│ └── Map of field alias => field value│├── guest-links ⭐ NEW│ └── Map of guest email => {link_for_guest: URL}│└── launcher └── User who launched the process{ "id": "abc123def456ghi789jkl012mno345pq", "increment_id": 1234, "checklist_id": "template789xyz123abc", "checklist_title": "Vendor Contract Review Workflow", "name": "Vendor Contract Review - ACME Corp", "summary": "Complete vendor contract review and approval workflow", "status": "in-progress", "progress": 60, "whole_progress": 60, "started_by": "user123abc456", "owner_id": "user123abc456",
"prerun": { "vendor-name": "Widget Suppliers Inc", "contract-type": "Service Agreement", "estimated-value": "50000", "urgency": "normal" }, "prerun_status": "completed", "prerun_completed_at": "2025-10-01T09:15:00Z", "prerun_completed_by": "user123abc456", "prerun_length": 4,
"created_at": "2025-10-01T09:00:00Z", "started_at": "2025-10-01T09:15:00Z", "last_updated": "2025-10-02T14:30:00Z", "completed_at": null,
"collaborators": ["user123", "user456", "user789"], "late_tasks": 0, "due_soon": true, "due_date": "2025-10-15T17:00:00Z",
"users": [ {"user_id": "user123", "full_name": "John Smith"}, {"user_id": "user456", "full_name": "Jane Doe"} ], "groups": [ {"group_id": "group123", "name": "Legal Team"} ],
"process-tasks": { "initial-review": "task001abc", "legal-review": "task002def", "review-contract": "task003ghi", "execute-contract": "task004jkl" },
"ko-form-fields": { "vendor-name": "Widget Suppliers Inc", "contract-type": "Service Agreement", "estimated-value": "50000", "urgency": "normal" },
"guest-links": { "external.reviewer@vendor.com": { "link_for_guest": "https://go.tallyfy.com/guest-all-task/org789xyz123/guestcode123abc" }, "compliance@vendor.com": { "link_for_guest": "https://go.tallyfy.com/guest-all-task/org789xyz123/guestcode456def" } },
"launcher": { "id": "user123abc456", "email": "john@acmecorp.com", "full_name": "John Smith" }}Task-level webhooks fire when a specific task completes. These contain detailed information about the completed task, all process data collected so far, and the next task that needs attention.
What is next_task? The first visible incomplete task ordered by position number. Visible means not auto-skipped by automation rules. Incomplete means not yet completed (includes tasks that are in-progress). Returns null if all tasks in the process are completed.
Task Webhook Payload├── this_task│ ├── id, title, alias, status, summary│ ├── deadline, position│ ├── completed_at, completed_by│ ├── owners (users array + guests array)│ ├── captures (form fields in THIS task)│ │ └── {timeline_id: {alias, label, value}}│ └── assets (files uploaded to this task)│├── launcher│ └── User who launched the process│├── completer│ └── User who completed this task│├── process-tasks│ └── Map of task alias/id => task ID│├── form-fields│ └── ALL form fields from ALL tasks (flat structure)│ └── {field_alias: value}│├── template│ └── id, title, alias, summary│├── process│ ├── id, organization_id, name, summary│ ├── status, progress, created_at│ ├── ClientURL (link to process in Tallyfy)│ ├── prerun (kick-off form values)│ ├── process_forms (all fields by step_id)│ │ └── {step_id: {timeline_id: {alias, label, value}}}│ └── tags│├── guest-links ⭐ NEW│ └── Map of guest email => {link_for_guest: URL}│└── next_task ├── id, title, alias, status ├── summary, position, deadline ├── owners (users + guests) └── captures (empty until task is worked on){ "this_task": { "id": "task003ghi789xyz", "title": "Review Contract", "alias": "review-contract", "status": "completed", "summary": "Review the vendor contract for accuracy", "deadline": "2025-10-15T17:00:00Z", "position": 3, "completed_at": "2025-10-02T14:30:00Z", "completed_by": { "id": "user123", "email": "john@acmecorp.com", "full_name": "John Smith" }, "captures": { "capture123timeline": { "alias": "contract-value", "label": "Contract Value", "value": "50000" }, "capture456timeline": { "alias": "approval-notes", "label": "Approval Notes", "value": "All terms look good. Approved for signature." } }, "owners": { "users": [ { "id": "user123", "email": "john@acmecorp.com", "full_name": "John Smith" } ], "guests": [ "external.reviewer@vendor.com" ] }, "assets": [ { "id": "asset123", "filename": "signed-contract.pdf", "version": "1", "public_link": "https://api.tallyfy.com/organizations/org789/file/asset123/dl" } ] },
"launcher": { "id": "user123", "email": "john@acmecorp.com", "full_name": "John Smith" },
"completer": { "id": "user123", "email": "john@acmecorp.com", "full_name": "John Smith" },
"process-tasks": { "initial-review": "task001abc", "legal-review": "task002def", "review-contract": "task003ghi", "task004jkl": "task004jkl" },
"form-fields": { "initial-review-notes": "Contract appears standard. Needs legal review.", "risk-assessment": "Low", "legal-review-status": "Approved", "contract-value": "50000", "approval-notes": "All terms look good. Approved for signature.", "approval-date": "2025-10-02" },
"template": { "id": "template123abc", "title": "Vendor Contract Review Workflow", "alias": "vendor-contract-review", "summary": "Standard workflow for reviewing and approving vendor contracts" },
"process": { "id": "run123abc456", "organization_id": "org789xyz123", "name": "Vendor Contract Review - ACME Corp", "summary": "Complete vendor contract review and approval workflow", "status": "in-progress", "progress": 60, "created_at": "2025-10-01T09:00:00Z", "ClientURL": "https://go.tallyfy.com/tracker/run123abc456", "prerun": { "vendor-name": "Widget Suppliers Inc", "contract-type": "Service Agreement", "estimated-value": "50000" }, "process_forms": { "step001": { "capture001timeline": { "alias": "initial-review-notes", "label": "Initial Review Notes", "value": "Contract appears standard." } }, "step002": { "capture002timeline": { "alias": "legal-review-status", "label": "Legal Review Status", "value": "Approved" } } }, "tags": [ { "id": "tag123", "name": "High Priority", "color": "#FF6B6B" } ] },
"guest-links": { "external.reviewer@vendor.com": { "link_for_guest": "https://go.tallyfy.com/guest-all-task/org789xyz123/guestcode123abc" }, "compliance@vendor.com": { "link_for_guest": "https://go.tallyfy.com/guest-all-task/org789xyz123/guestcode456def" } },
"next_task": { "id": "task004jkl", "title": "Execute Contract", "alias": "execute-contract", "status": "not-started", "summary": "Send final contract for execution", "position": 4, "deadline": "2025-10-20T17:00:00Z", "captures": {}, "owners": { "users": [ { "id": "user789", "email": "legal@acmecorp.com", "full_name": "Legal Team" } ], "guests": [] } }}The guest-links object provides direct access URLs for all guest assignees in a process. This feature enables external systems to send personalized emails or SMS notifications to guests with direct links to their assigned tasks.
"guest-links": { "guest.email@company.com": { "link_for_guest": "https://go.tallyfy.com/guest-all-task/{org_id}/{guest_code}" }}- Included in both webhook types: Process-level and task-level webhooks
- All unique guests: Includes every unique guest assigned anywhere in the process
- Direct access: Links bypass login - guests click and see their assigned tasks
- Persistent codes: Guest codes remain stable across the process lifecycle
- Custom email notifications: Build your own notification system using Zapier/Make
- SMS integration: Send task reminders via Twilio with direct access links
- CRM integration: Update external CRM records with guest task links
- Client portals: Embed guest task links in customer-facing dashboards
Form fields appear in webhooks using different structures depending on context.
Task-specific form fields use the complete structure with timeline IDs as keys:
"captures": { "capture_timeline_123": { "alias": "contract-value", "label": "Contract Value", "value": "50000" }, "capture_timeline_456": { "alias": "approval-notes", "label": "Approval Notes", "value": "All terms look good." }}All process form fields use a simplified flat structure with aliases as keys:
"form-fields": { "contract-value": "50000", "approval-notes": "All terms look good.", "initial-review-notes": "Contract appears standard.", "legal-review-status": "Approved"}Form fields grouped by which step they belong to:
"process_forms": { "step001": { "capture_timeline_001": { "alias": "initial-review-notes", "label": "Initial Review Notes", "value": "Contract appears standard." } }, "step002": { "capture_timeline_002": { "alias": "legal-review-status", "label": "Legal Review Status", "value": "Approved" } }}Date fields in captures respect your organization’s webhook date format setting. Tallyfy supports two formats:
ISO 8601 format (default):
"start-date": { "alias": "start-date", "label": "Contract Start Date", "value": "2025-10-15"}Localized format (if configured as d/m/Y h:i A T):
"start-date": { "alias": "start-date", "label": "Contract Start Date", "value": "15/10/2025 09:00 AM UTC"}The format applies to all date fields across the webhook payload.
Task owners appear in the owners object containing both organization members and external guests.
"owners": { "users": [ { "id": "user123", "email": "john@acmecorp.com", "full_name": "John Smith" }, { "id": "user456", "email": "jane@acmecorp.com", "full_name": "Jane Doe" } ], "guests": [ "external.reviewer@vendor.com", "compliance@vendor.com" ]}Important differences:
userscontains full objects with ID, email, and nameguestscontains only email addresses as strings- Use
guest-linksto get access URLs for guests
Use the guest-links object to send personalized emails:
// In your webhook handler (e.g., Zapier, Make, n8n)const guestLinks = webhookPayload['guest-links'];
for (const [email, linkData] of Object.entries(guestLinks)) { sendEmail({ to: email, subject: `New task assigned: ${webhookPayload.this_task.title}`, body: `You have a new task. Click here to access: ${linkData.link_for_guest}` });}Get all form data collected across the entire process:
// Flat structure - simplest for most integrationsconst allFormData = webhookPayload['form-fields'];// Example: { "contract-value": "50000", "approval-notes": "..." }
// Or get kick-off form data specificallyconst kickoffData = webhookPayload.process.prerun;// Example: { "vendor-name": "Widget Suppliers Inc", ... }Use the next_task object to prepare for upcoming steps:
const nextTask = webhookPayload.next_task;
if (nextTask && nextTask.title === "Execute Contract") { // Prepare contract execution system // Notify legal team // Update external tracking system}Webhooks > Details about webhooks
Tallyfy webhooks enable automated real-time integration with external systems by sending JSON data packets to predefined URLs when specific workflow events occur providing both template-level and step-level configuration options with built-in retry mechanisms and security validation.
Tallyfy webhooks enable real-time system integration by automatically sending structured JSON messages to external systems whenever specific workflow events occur eliminating the need for constant polling and transforming Tallyfy into a reactive automation hub that triggers immediate actions across your entire technology ecosystem.
Tallyfy’s integrated form and process management connects intake forms directly to workflow steps creating end-to-end visibility and accountability by automatically starting trackable processes when forms are submitted and maintaining data continuity throughout the entire sequence.
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