What are Webhooks?

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:

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