Webhooks & workflows

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Cronofy tells your application when something happens, rather than your application having to keep checking. Webhooks are sent to a URL your application provides at each point in a meeting’s lifecycle, so you can keep your own records up to date and drive workflows from them. For example:

  • Updating an applicant tracking system when an interview is booked
  • Sending a confirmation or a survey once a time is chosen
  • Sending a reminder by text or email ahead of a meeting
  • Starting a payment flow after a coaching session

Through the lifecycle #

From the moment your application asks for a meeting to the transcript arriving afterwards, there’s a webhook at every step:

A meeting's lifecycleSequence diagram of a meeting's lifecycle between your application, Cronofy, and the recipient, with Cronofy sending your application a webhook at each step, from the time being chosen to the meeting's transcript being ready.Your applicationCronofyRecipientOPTIONALPlans changeCreate a Scheduling RequestPicks a timeTime chosenConference generatedPicks a new timeRescheduledEvent Trigger before the meetingMeeting Agent joiningMeeting Agent recordingTranscript readyEvent Trigger after the meeting
A meeting's lifecycle
Step by step
  1. Your application creates a Scheduling Request with Cronofy.
  2. The recipient picks a time.
  3. Cronofy sends your application a webhook that the time has been chosen.
  4. Cronofy sends your application a webhook that the meeting’s conference has been generated.
  5. If plans change, the recipient picks a new time. This step and the next are optional.
  6. Cronofy sends your application a webhook that the meeting has been rescheduled.
  7. Cronofy sends your application an Event Trigger webhook at a set time before the meeting starts.
  8. Cronofy sends your application a webhook that its Meeting Agent is preparing to join the meeting.
  9. Cronofy sends your application a webhook that the Meeting Agent has started recording.
  10. Cronofy sends your application a webhook that the Meeting Agent is complete, with the meeting’s recording and transcript ready to download.
  11. Cronofy sends your application an Event Trigger webhook at a set time after the meeting ends.
WebhookWhen
Scheduling Request webhooksA Scheduling Request is booked, rescheduled, declined, or cancelled
Conferencing webhooksA meeting’s conference is generated, or the event is written without one
Event TriggersA set time before or after a meeting starts or ends
Meeting Agent webhooksA Meeting Agent joins a meeting, starts recording, completes, or fails

Similar webhooks are available across the rest of the infrastructure, such as Calendar Webhooks for changes to the events in your users’ calendars. Each reference page covers how to subscribe, what’s sent, and how quickly your application needs to respond.

Receiving webhooks #

  • Every webhook carries a Cronofy-HMAC-SHA256 header, so you can check it came from Cronofy.
  • Respond with a 2xx status quickly, and queue the work for later. A slow or failed response is retried, so the same webhook can arrive more than once.
  • Include an identifier in the webhook URL to know which of your users or customers it relates to, as described in Identifying the account.
  • To test locally, forward webhooks to your machine with a tool such as Hookdeck or ngrok; see Testing locally.
  • Your webhook URL needs a valid HTTPS certificate; see Certificates.