Capabilities

Run Ventos when another tool sends an event

Create a webhook to have Ventos run your instructions automatically whenever something happens in another tool.

For example, Ventos can score a founder application as soon as it’s submitted in Typeform, research a company when a pitch call is booked in Calendly, or update your CRM when a Granola meeting note is ready.

Before you begin

Any member of your organization can create webhooks. Each webhook runs as the person who created it, with that person’s connected integrations.
You see only the webhooks you created. An admin sees every webhook in the organization, with who created it, and can edit, pause, or delete any of them.
The other tool must be able to send webhooks. Tools that first require a verification handshake, such as Slack, Monday.com, Notion, and Microsoft 365, can’t send events to a Ventos webhook yet.
Decide what Ventos should do with each event, and where the result should go. Nobody is notified when a webhook runs.

Create a webhook

In the web app, open Settings, then Webhooks under Personal.
Select New webhook.
Under Source, choose the tool that will send events. Choose Zapier / Make / n8n for an automation platform, or Custom for any other tool that can sign its requests.
Enter a Title, such as “Inbound founder applications”.
Under Instructions, describe what Ventos should do with each event.
If the source is Granola, paste a Granola API key so Ventos can fetch the full note. If it’s Timeless, paste a Timeless API token so Ventos can fetch the meeting transcript.
Select Save. The drawer stays open and shows the Webhook URL.

Connect the other tool

After you save, the Connection section shows what to paste into the other tool, and a setup tip for the source you chose.

Copy the Webhook URL and paste it into the other tool’s webhook settings.
Set up the Signing secret, which lets Ventos check that each event really came from that tool:
- For most sources, Ventos creates the secret. It’s shown once, so copy it now and paste it into the other tool. To set your own secret instead, select Use my own secret before you save.
- For Fathom, Timeless, Granola, and DocuSign, the tool creates the secret. Copy it from the tool and paste it into Ventos, before or after saving.

To change a secret later, open the webhook, select Edit, and select Replace next to the signing secret. 3. If the setup tip lists events under Subscribe to, subscribe to only those events in the other tool.

Supported sources

Source	Who creates the signing secret	Subscribe to
Typeform	Ventos	`form_response`
Tally	Ventos	`FORM_RESPONSE`
Calendly	Ventos	`invitee.created`, `invitee.canceled`
Cal.com	Ventos	`BOOKING_CREATED`
Fireflies	Ventos	Transcription completed
Fathom	Fathom	—
Timeless	Timeless (plus a Timeless API token)	`meeting.transcript_ready`
Granola	Granola (plus a Granola API key)	`note.generated`
DocuSign	DocuSign	`envelope-completed`
Zapier / Make / n8n	Ventos	—
Custom	Ventos	—

For Zapier / Make / n8n, send a POST request to the webhook URL with an X-Ventos-Secret header set to the signing secret. For Custom, sign the raw request body with HMAC-SHA256 and set the header, encoding, and optional prefix your tool uses. For either, add an Idempotency-Key header if the sender may retry, so a retried event runs only once.

Check that it’s working

Each webhook shows a connection status on the Webhooks settings page and on its own page:

Needs setup — the signing secret, or for Granola and Timeless the API key, hasn’t been added yet.
Waiting for first event — the webhook is set up, but no event has arrived yet.
Rejecting — the last event failed the security check. Open the webhook to see why, usually a signing secret that doesn’t match.
Connected — the last event passed the security check.

To test the connection, send a test event from the other tool if it offers one, or trigger a real event such as a test form submission.

Review what each event did

Select a webhook to see its run history. Each run shows when the event was received, its status, and the event type.

Done — Ventos finished running your instructions. Select View to open the conversation and see what it did.
Failed — the event was accepted, but the run didn’t finish. Details shows why, for example when your organization is out of credits.
Rejected — the event failed the security check and didn’t run.
Running — Ventos is working on the event now.

To see the exact data the other tool sent, open the run’s conversation with View.

Use the Active switch to pause a webhook. Events sent while a webhook is paused aren’t run or recorded.

Write instructions that work

Say where the result goes. Ventos doesn’t notify you when a webhook runs. Ask it to “email me a summary”, “post it to the #deals Slack channel”, or “update the company in Attio”. Otherwise the result is only in the run history.
Write for one event at a time. Each event runs in its own conversation, with no memory of the conversation where you set the webhook up. Ventos does see a short summary of the webhook’s last five runs, so it can avoid repeating earlier work.
Expect untrusted content. Ventos treats the event’s data as information to work with, never as instructions. A form answer that says “ignore your instructions” is just an answer.

Limits

Each event can be up to 1 MB, and each webhook accepts up to 60 events a minute.
When a tool sends the same event more than once, Ventos runs it once.
Failed runs aren’t retried.
Run history keeps the latest 25 runs, and any run from the last 7 days.
Only the creator and admins can see or edit a webhook. Only the creator can open its run conversations.
If the creator leaves the organization, their webhooks are paused.
Deleting a webhook deletes its run history, and the URL stops working immediately.

Next steps

Create and manage scheduled tasks — run instructions on a schedule instead of on an event
Create and reuse skills — name a skill in your instructions, like /score-application, to reuse a procedure on every event