Webhook Step

Overview

A webhook step sends an HTTP POST request with prospect and enrollment data to a URL you specify. Use it to connect your sequences to external tools like Make, Zapier, or your own backend.

Setting up a webhook step

1. Open your sequence in the editor.
2. Click Add step and select Webhook.
3. Enter the Webhook URL — this must use HTTPS.
4. Optionally add a Title and Notes for your own reference.
5. Save the step.

When a prospect reaches the webhook step, Vaam sends the data automatically and advances to the next step.

Payload

The webhook sends a JSON POST request with Content-Type: application/json. Here is the full payload structure:

{
  "event": "webhook.step.reached",
  "timestamp": "2025-01-15T10:30:00.000Z",
  "prospect": {
    "id": "abc123",
    "firstname": "Jane",
    "lastname": "Doe",
    "email": "jane@example.com",
    "company": "Acme Inc",
    "jobtitle": "VP Sales",
    "phone": "+1234567890",
    "linkedinProfileUrl": "https://linkedin.com/in/janedoe",
    "tags": ["enterprise", "inbound"],
    "custom": "custom field 1 value",
    "custom2": "custom field 2 value",
    "custom3": "custom field 3 value"
  },
  "enrollment": {
    "id": "enr456",
    "sequenceId": "seq789",
    "sequenceName": "Enterprise Outreach Q1"
  },
  "step": {
    "id": "step012",
    "title": "Notify CRM",
    "information": "Send to HubSpot for follow-up"
  }
}

Execution

• Method: POST
• Content-Type: application/json
• Timeout: 10 seconds — if your endpoint does not respond within 10 seconds, the request is considered failed.

Retries and failure handling

If a webhook delivery fails (network error, timeout, or non-2xx response), Vaam retries automatically:

• Attempts: 3 retries with exponential backoff
• After all retries fail: You receive a notification email with the error details

The sequence continues to the next step regardless of whether the webhook succeeds or fails.

URL requirements

• Must use HTTPS — HTTP URLs are not accepted
• Must resolve to a public IP address — URLs pointing to private or internal networks are blocked for security

Limitations

The webhook step is one-way: Vaam sends data to your endpoint, but the response is not used to drive sequence behavior.

That means you cannot:

• Branch the sequence based on what your endpoint returns
• Skip or stop the sequence based on a response
• Run a custom check (for example, hitting an external API to evaluate a prospect) and conditionally continue

The sequence always advances to the next step after the webhook is sent, regardless of the response.

If you need conditional logic of this kind, use a manual step instead: run your check externally and decide whether to continue the sequence from your Task list. See Manual Steps.

Example use cases

• CRM updates — Push prospect data to HubSpot, Salesforce, or Pipedrive when they reach a certain stage
• Slack notifications — Alert your team when a prospect hits a key step
• Custom workflows — Trigger automations in Make, Zapier, or n8n
• Data enrichment — Send prospect data to an enrichment service and store results