How to Set Up Webhooks

Webhooks are tools that allow SubcontractorHub users to send real-time data or notifications to external systems whenever specific events occur. Here’s a step-by-step guide on how to set up and manage webhooks effectively:

Setting Up Webhooks:

Step 1: Locate “Manage Database” and click "Database" on the main menu.

Step 2: Click on “Webhooks” under the “Additional” dropdown.

Step 3: Click “+ Add” in the top right corner.

Step 4: Name your webhook.

Step 5: Choose the action that triggers the webhook and select the event trigger.

Step 6: Provide the URL where data will be sent.

Step 7: Select your Trigger event and Click “Save” on the top right corner to save your webhook.

You can also review and select the mapped fields linked to each chosen project key. As a result, only the selected custom data will be sent when the event occurs, ensuring the data is streamlined and tailored to your needs.

Sending Custom Data via Project Keys

SubcontractorHub also lets you customize exactly what data gets sent using Project Keys. These are specific fields within a project (like Subhub ID, Contract Amount, Utility Company, etc.) that you can include or exclude from the webhook.

Step 1: When you opt for "Trigger for all events", an option to "Accept Custom Data" becomes accessible. This feature enables you to selectively curate and transmit only the custom data chosen to be dispatched via the webhook.

Step 2: Select “Yes” and click on “Project Keys”.

Step 3: Click on “Project Keys” and choose which data fields (keys) you want to include in the webhook. You can select multiple keys depending on the data you want to push.

For example, keys like Subhub Id, Subhub UUID, Contract Amount, and Utility Company represent unique project identifiers, financial details, and service provider information. When you enable the “Accept Custom Data” option and select project keys, you are essentially customizing the data package that will be sent out—helping streamline integrations, reduce noise, and keep your data handling more secure and efficient. You can select one or multiple keys depending on your needs, and only the selected fields will be pushed when the configured event occurs.

Step 4: After selecting keys, you can map them to corresponding fields in the destination system. This ensures the data is structured correctly when it’s received.

Step 5: Once done, hit “Save.” Only the fields you selected will now be sent when the webhook is triggered.

With the selection and configuration of project keys, only the data pertinent to those selected projects will be forwarded through this webhook.

By utilizing SubcontractorHub's webhooks, users can automatically send real-time updates, alerts, or data to external systems the moment a defined event is triggered. This ensures all stakeholders stay informed about key developments—like new lead creation or project changes—helping teams respond faster and make decisions with greater clarity and speed.

Once your webhook is set up and active, you can easily track its activity and manage its data flow:

Step 8: Your new webhook is now available for review.

Step 9: To view its details, click the “View Detail” button on the far-right side of the webhook entry.

Step 10: You will be taken to the Webhook Details page. By default, you'll land on the Basic Information tab, which displays setup information like the webhook name, URL, and trigger.

Step 11: Switch to the “Activities Log” tab to view a log of all webhook calls triggered so far.

Step 12: Click “View Details” next to any event name in the log to inspect the payload and see exactly what data was sent.

You can also send new data using the “Re-Trigger Webhook” button

Step 13: Click on the “Request Data” tab to access a summary of all data transmitted through the webhook.

Step 14: Here, you will find a complete list of every data packet sent, organized by event.

Project Field Mapping for Webhooks

In addition to sending custom data through project keys, SubcontractorHub also lets you map specific project fields to make sure your webhook data lines up with the external system it’s being sent to. This is especially useful when you're integrated with EPCs or working in marketplace environments.

Here’s how Project Field Mapping works:

Step 1: While setting up your webhook, choose a project-based event as your trigger, such as a project being updated or created. This ensures the webhook is tied to actual project data.

Step 2: Check the “Map Fields” box. This enables the field mapping section, where you’ll define how your internal project data should match the fields used in external systems.

Step 3: Select the “Project Standard Fields”, these are the default fields used in your SubcontractorHub project, such as project ID, contract amount, utility company, etc.

Step 4: If you are connected with one or more EPCs, select the relevant EPC(s) to whom the data will be pushed. This ensures you are mapping your data in a format they recognize.

Step 5: Choose the Common Fields—these are data fields that both your organization and the EPC share (for example, project location, system size, or installation date). Using these ensures smooth syncing between systems.

Step 6: Enter or confirm the Map Field data, this links your internal field to its equivalent in the EPC’s system.

Step 7: Now, pick the EPC’s Project Field that corresponds to your mapped data. This is the field in their system where the data will land.

Step 8: Repeat the process as needed for additional fields, then click “Save” to complete the mapping setup.