Webhook: automatic notification between systems
Webhook is a mechanism where one system automatically sends an HTTP request to another system as soon as a specific action occurs. Put simply, it is a way for systems to “notify” each other about a new event in real time, without waiting for the other side to check for the information itself.
A webhook is often compared with an API, but the difference is simple: when using an API, the system periodically asks whether new data has appeared, whereas with a webhook the information is passed on immediately as soon as something changes. This makes it possible to respond to events more quickly, reduce the number of unnecessary requests and connect different digital services more efficiently.
Where is a webhook useful in the public sector?
In public-sector organisations, a webhook can be particularly useful where several interconnected systems are in use: a website, a document management system, a service registration tool, a newsletter platform or an internal notification system. For municipalities, schools, libraries and museums, it helps automate processes and reduce the amount of manual work.
- Submitting a new form. When a resident fills in an application, registration or contact form on a municipality website, a webhook can immediately transfer the data to an internal system. In this way, responsible staff receive the information more quickly and the process becomes smoother and less dependent on manual data transfer.
- Synchronising content between systems. If an organisation uses several platforms, for example a main website and a separate events or services catalogue, a webhook can automatically pass on information about updates. This is especially relevant for museums, libraries or cultural centres, which often publish events in several places at once.
- Notifications for staff. When an important action takes place on the website, for example an urgent notice is published, a registration for an appointment is submitted or a service enquiry is received, a webhook can trigger a notification by email, in an internal system or in a team communication channel. This helps staff respond more quickly and ensures better service for residents.
- Integrations with external services. A webhook can be used to pass information to payment, registration, ticketing or newsletter systems. For example, a library can automatically receive information about a new registration for an educational session, and a school can receive information about a completed admission form.
Why is this important?
A webhook helps create more efficient and reliable digital services. Instead of staff checking email or manually moving data from one system to another, processes can run automatically. This not only saves time, but also reduces the likelihood of errors.
In the public sector, this is especially important because residents expect clear, fast and convenient electronic services. If an application submitted on a municipality website immediately reaches the responsible department, and event registration is automatically reflected in the internal system, services become more reliable and more convenient for the user.
Security, GDPR and accessibility
When implementing webhook solutions in the public sector, data security requirements must be assessed. Since a webhook often transfers information between different systems, it is important to ensure a secure connection, authentication, access control and that the data transferred is limited to what is necessary for the specific process.
If personal data are transferred by a webhook, GDPR requirements must be followed: the purpose of data processing must be clearly defined, a lawful basis must be ensured, data must be stored responsibly and no excessive information must be transferred. For example, if it is enough to transfer a registration number and service type, there is no need to send all the fields entered in the form.
Although a webhook is usually a technical solution, it also indirectly contributes to digital accessibility. When systems work smoothly, the user does not need to fill in forms repeatedly, search for information on different platforms or wait for manual confirmation. This is especially important when creating convenient public digital services that are accessible to all.
Summary
A webhook is a simple but very useful way to connect different systems and automate actions as soon as an important event occurs. For municipalities, schools, museums, libraries and other public-sector organisations, it helps process requests faster, transfer information more accurately and create more modern digital services.
A properly designed webhook solution makes it possible not only to save time, but also to ensure greater process reliability, security and compliance with legal requirements. That is why, when planning website or internal system integrations, a webhook often becomes one of the most practical technical choices.