Overview

The KiviCare Webhook Addon is a powerful integration tool that enables real-time communication between your KiviCare clinic management system and external applications. When events occur in KiviCare (like appointment bookings, patient registrations, or payments), webhooks automatically send data to your configured endpoints.

![Screenshot: Webhook Addon Dashboard]()

Screenshot placeholder: Main webhook dashboard showing statistics and active webhooks

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What is a Webhook?

Real-World Analogy

Think of webhooks like a doorbell notification system:

Without Webhooks (Polling):

• You constantly check if someone is at your door
• Wastes time and energy
• Delayed response

With Webhooks:

• Doorbell rings when someone arrives
• Instant notification
• Immediate response

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How It Works

┌─────────────────────────────────────────────────┐
│         KiviCare System                         │
│                                                 │
│  1. Event Occurs                                │
│     (e.g., Appointment Booked)                  │
│                                                 │
│  2. Webhook Addon Detects Event                 │
│                                                 │
│  3. Builds Payload with Event Data              │
│                                                 │
│  4. Sends HTTP Request to Your Endpoint         │
│                                                 │
└─────────────────┬───────────────────────────────┘
                  │
                  │ HTTP POST/PUT/PATCH
                  │
                  ▼
┌─────────────────────────────────────────────────┐
│         Your External Application               │
│                                                 │
│  • CRM (Salesforce, HubSpot)                    │
│  • Communication (Slack, Teams)                 │
│  • Email Service (SendGrid)                     │
│  • Custom Application                           │
│  • Analytics Platform                           │
│                                                 │
│  5. Receives Data Instantly                     │
│                                                 │
│  6. Processes & Takes Action                    │
│                                                 │
└─────────────────────────────────────────────────┘

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Key Features

🎯 Event-Driven

• 30+ Events across all KiviCare modules
• Real-time triggers – instant notifications
• Selective monitoring – choose specific events

🔧 Flexible Configuration

• Multiple HTTP methods (POST, PUT, PATCH, GET, DELETE)
• Dynamic variables – customize payloads
• Custom headers – full request control
• Query parameters – URL customization

🔐 Secure

• 4 authentication methods (API Key, Bearer Token, Basic Auth, OAuth2)
• Encrypted storage – credentials protected
• HTTPS support – secure transmission
• Access control – admin-only management

📊 Monitoring

• Execution logs – complete history
• Success/failure tracking – reliability monitoring
• Performance metrics – execution time tracking
• Statistics dashboard – at-a-glance overview

🧪 Testing

• Manual testing – test before deploying
• Custom payloads – simulate scenarios
• Detailed results – view responses and errors

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What Can You Do With It?

Communication & Notifications

✅ Send appointment confirmations via email (SendGrid, Mailgun)
✅ Notify staff in Slack/Teams when patients book
✅ Send SMS reminders via Twilio
✅ Post updates to Discord channels

CRM Integration

✅ Auto-create contacts in HubSpot/Salesforce
✅ Sync patient data with your CRM
✅ Track appointment history
✅ Update lead status automatically

Analytics & Reporting

✅ Send events to Google Analytics
✅ Track metrics in Mixpanel
✅ Update custom dashboards
✅ Generate automated reports

Automation

✅ Trigger Zapier workflows
✅ Start Make (Integromat) scenarios
✅ Connect to n8n automations
✅ Integrate with custom applications

Business Operations

✅ Sync with accounting software
✅ Update inventory systems
✅ Trigger billing processes
✅ Manage multi-location data

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Why Use Webhooks?

Benefits

⚡ Real-Time

• Instant notifications
• No delays
• Immediate data sync

💰 Cost-Effective

• No constant polling
• Reduced server load
• Lower bandwidth usage

🔄 Automated

• No manual intervention
• Reliable delivery
• Consistent data flow

📈 Scalable

• Handle unlimited events
• Multiple webhooks per event
• Grows with your needs

🛠️ Flexible

• Connect to any HTTP endpoint
• Customize data format
• Support multiple integrations

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Who Should Use This?

Clinic Administrators

• Automate patient communications
• Integrate with existing tools
• Streamline operations
• Improve efficiency

Developers

• Build custom integrations
• Connect KiviCare to your apps
• Automate workflows
• Extend functionality

IT Managers

• Centralize data management
• Ensure data consistency
• Monitor integrations
• Maintain security

Business Owners

• Reduce manual work
• Improve patient experience
• Gain insights from data
• Scale operations

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What Makes It Different?

vs. Manual Data Entry

❌ Manual: Time-consuming, error-prone, delayed
✅ Webhooks: Automated, accurate, instant

vs. Scheduled Sync

❌ Scheduled: Delayed updates, resource-intensive
✅ Webhooks: Real-time, efficient

vs. API Polling

❌ Polling: Constant requests, high server load
✅ Webhooks: Event-driven, minimal overhead

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Technical Overview

Supported Events

• Appointments: Book, update, cancel, status change
• Patients: Register, update, delete
• Doctors: Add, update, remove
• Billing: Generate bill, receive payment, refund
• Encounters: Create, update, close
• Prescriptions: Add, update
• Custom: Extensible event system

Supported HTTP Methods

• POST (most common)
• PUT (update operations)
• PATCH (partial updates)
• GET (retrieve data)
• DELETE (remove operations)

Authentication Methods

1. No Authentication – Public endpoints
2. API Key – Header or query parameter
3. Bearer Token – OAuth2, JWT
4. Basic Auth – Username/password

Data Format

• JSON (recommended)
• Form Data
• Custom formats

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System Requirements

Minimum Requirements

• KiviCare: Version 3.0.0 or higher
• WordPress: Version 6.0 or higher
• PHP: Version 8.0 or higher
• License: Active KiviCare Pro license

Server Requirements

• Outbound HTTPS enabled
• PHP cURL extension
• PHP JSON extension
• 256MB memory limit (recommended)

External Endpoint Requirements

• Publicly accessible URL
• Response time < 30 seconds
• Valid SSL certificate (for HTTPS)

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Getting Started

Ready to start using webhooks?