Want to automatically send gifts when a CRM event occurs? This guide explains how to connect ByStadium with your CRM using Webhooks to automate gift campaigns. Learn how to send gifts when a lead becomes a customer, automate renewal campaigns, or trigger rewards based on lifecycle events. Common questions answered: How do I set up Webhook campaigns in ByStadium? What CRM platforms are supported? What data is required? This article is perfect for marketing, sales, or ops teams looking to scale gifting without manual work.

The Webhook integration allows your CRM (like Salesforce or HubSpot) to trigger personalized gift sends via ByStadium, making gifting effortless and data-driven.

 

This article includes sections:

• Webhook Integration Overview
• Why Use the WebHook-Based Automation
• When to NOT Use WebHook Campaigns
• Webhook Installation
• Webhook Data Flows
• Webhook Gotchas, Tips, and Edge Cases

 

 

🔍 Webhook Integration Overview

 

🧠What Is the Value of Integrating by Stadium Campaigns with My Crm?

The integration allows your CRM to automatically trigger gift campaigns in ByStadium based on defined events (e.g., lead status changes, customer milestones). This eliminates manual work and ensures timely engagement with recipients based on real-time CRM data.

 

🎯Why Use the WebHook-Based Automation

Use this integration when you want to:

• Send gifts at scale without selecting recipients manually.

• Automate lifecycle marketing (e.g., welcome, renewal, win-back).

• Trigger campaigns in real-time based on CRM events.

• Personalize outreach without leaving your existing platform.

🚫 When to NOT Use WebHook Campaigns

Skip this integration if:

• You want full manual control over recipient selection.
  
  
• You don’t have a system (like Salesforce) that can send WebHook calls.
  
  
• You need to schedule campaigns in advance (use regular campaigns instead).
  
  

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🛠️ Webhook Installation

 

✅ Requirements Before Installation

• Admin access to your CRM platform (e.g., Salesforce Flow or Zapier).
  
  
• Ability to send HTTP POST requests with JSON.
  
  
• CRM data field containing recipient emails.
  
  
• If sending physical gifts: an associated process to prompt recipients for shipping details.

 

📥How to Set Up Webhook Campaign

1. Create a New Campaign

   • Log in to your ByStadium account and click "Create Campaign."
     
     

2. Select Campaign Type

   • Choose "Webhook" as the campaign type.
     
     

3. Copy Generated Webhook URL and API Key

   • After setup, you’ll receive a Webhook URL and a unique API key.
     
     

4. Configure CRM or Automation Tool

   • Set up your CRM or tool (like Salesforce Flow or Zapier) to send an HTTP POST to the Webhook URL.

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🔁 Webhook Data Flows

 

What are the core data flows involved?

1. Trigger Event in CRM (e.g., “Lead becomes SQL”).
   
   
2. CRM sends WebHook POST to ByStadium.
   
   
3. ByStadium processes recipients and executes the campaign.
   
   
4. (Optional) Recipient receives a form to submit gift-related info.
   
   

When do these data flows get triggered?

Whenever your CRM automation logic is triggered. Example: when a deal closes, a Flow sends a WebHook to launch a campaign.

 

Can WebHook be triggered manually?

Yes. You can send a manual POST request from tools like Postman, or trigger test WebHooks from your CRM's automation/test environment.

 

 

 

 

❗Webhook Gotchas, Tips, and Edge Cases

 

🧠Gotchas

Recipients not showing up?

• Make sure you're sending valid email addresses.

• Double-check that the API key is active and included in the request header.

• Ensure your JSON is properly structured ({ "emails": ["a@b.com"] }).
  
  

Can I send other fields in the WebHook besides email?

• Currently, the WebHook only accepts an array of emails. Gift-specific details (e.g., T-shirt size) will be collected via follow-up forms after triggering.

 

 

💡Tips & Considerations

 

Reusing Webhook URLs

• You can reuse the same Webhook across multiple CRM triggers only if the campaign logic is the same.

• Create separate campaigns for different use cases if tracking and reporting are important.

 

What’s the best way to manage API keys securely?

• Store your API keys in your CRM’s secrets manager.

• Rotate keys regularly and avoid sharing keys between unrelated systems.

 

🧩Edge Cases & Scenarios

 

Scenario 1: My CRM accidentally sent the same recipient twice

• ByStadium will attempt to deduplicate recipient entries. However, it's best to handle deduplication in your CRM logic before sending the WebHook.

 

Scenario 2: A recipient didn’t fill out the gift form

• You can resend the form via your ByStadium dashboard or nudge them via email. Incomplete shipping info will delay physical gift fulfillment.

 

Scenario 3: I deleted my campaign—what happens to WebHook traffic?

• Requests to deleted campaigns will return a 404 error. You’ll need to update the integration to a new campaign WebHook.

 

Scenario 4: I regenerated my API key but forgot to update my CRM

• Any request with the old key will fail with an Unauthorized error. Immediately update the CRM with the new API key.

 

 

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