---
title: "What are Webhooks?"
slug: "what-are-webhooks"
updated: 2025-07-22T10:52:18Z
published: 2025-07-22T11:18:58Z
canonical: "totara.help/what-are-webhooks"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://totara.help/llms.txt
> Use this file to discover all available pages before exploring further.

# What are Webhooks?

> [!NOTE]
> **Available from Totara 19.1**

## So, what are webhooks?

Webhooks allow your Totara site to automatically send information to another system when something happens. Think of them as a way to “push” updates out in real time, rather than waiting for another system to check Totara for changes.

For example, if a learner completes a course, Totara can immediately send this information to another system (such as a reporting tool or CRM). This is done without anyone having to request it manually.

In simple terms:

- Totara is the system where things happen (such as course completions).
- A webhook is the messenger that sends details about the event.
- The other system (like a CRM, reporting dashboard, or email tool) receives the information and does something with it.

## How do webhooks work in Totara?

When an event occurs in Totara such as a new user being created or a course being completed, Totara checks if there are any webhooks set up to listen for that event.

If there is a matching webhook, Totara sends an HTTP request (a small digital message) to the external system. This message includes relevant details, such as:

- What event happened (e.g., course completed)
- Who was involved (e.g., learner ID, course name)
- When it happened

The receiving system can then use this information to perform its own tasks, such as updating a learner profile, sending an email, or syncing data.

## Webhooks vs API polling: What's the difference?

Many systems use APIs to exchange information, but API requests must be made repeatedly to check if anything has changed. This is known as polling.

Here’s a simple analogy:

- **Polling (API)**: Like checking your mailbox every hour to see if a letter has arrived.
- **Webhook**: Like the postman ringing your doorbell the moment a letter is delivered.

Key differences:

| **Feature** | **Webhook** | **API Polling** |
| --- | --- | --- |
| Who initiates? | Totara | External system |
| Timing | Immediate | Delayed (based on check frequency) |
| Server load | Low | High (due to frequent checks) |
| Efficiency | Sends updates only when needed | Often checks even when nothing changes |

## Common use cases for webhooks in Totara

Webhooks are a powerful way to connect Totara with other platforms, helping you automate tasks, improve workflows, and reduce manual work. Some common scenarios include:

- Notify an HR system or learning record store (LRS) when a user completes a course or certification.
- Automatically trigger actions when a user is enrolled in a course.
- Send a webhook when a course or certification is completed to generate and email a certificate from another system.
- Push data to business intelligence (BI) tools or dashboards (like Power BI or Tableau) when learners complete key training.
- Use platforms like Mailchimp or Twilio to send tailored emails or SMS messages when specific events occur in Totara.
- Sync learning events with systems like Salesforce or HubSpot when users enrol in or complete courses.
- Send a message to a team’s Slack channel when a new course is created or updated.
- Connect to a gamification system to award points or badges when learners complete activities or achieve milestones.

Webhooks offer a fast, efficient, and flexible way to connect Totara with the other systems your organisation uses. By sending real-time event notifications, they help streamline your learning processes, enhance communication, and reduce manual administration.

## Next steps

[Setting up Webhooks](/19/docs/setting-up-webhooks)

Join the [Totara Community](https://totara.community/) for more resources to help you get the most out of Totara.

© Copyright 2026 Totara Learning Solutions. All rights reserved.