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Zoom Webhooks

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Zoom Webhooks.

Zoom Webhooks

A. Introduction to Zoom Webhooks

Zoom Webhooks allow INSZoom to send automated notifications to other applications whenever specific events occur in the INSZoom application. Instead of manually checking for updates, webhooks push real-time data to a designated location (called a webhook endpoint), ensuring that external systems stay updated effortlessly.

B. How Zoom Webhooks Work

Webhook event is triggered whenever a change occurs in INSZoom such as adding a new foreign national, updating case details, or uploading a document. This event contains the latest information and is automatically sent to the configured webhook endpoint.

Without webhooks, external applications would need to constantly request (poll) the Zoom API for updates, which is inefficient. Webhooks eliminate the need for polling by delivering data in real time—essentially acting as reverse APIs or HTTP callbacks that proactively send updates when events occur.

For example, if a new case is created in INSZoom, the webhook instantly notifies your CRM or internal system, enabling seamless integration.

C. Getting Started with Zoom Webhooks

  1. To subscribe, Firm Admins should navigate to Setup > Subscriptions in the INSZoom web application.

  1. Locate the Zoom Webhooks tile under the ‘Integrations’ section.

  2. Click Subscribe.

  1. Clicking Subscribe will generate a request to the INSZoom Account Management Team. They will confirm the subscription and enable Zoom Webhooks for your firm.

D. Configuring Zoom Webhooks

I. Adding a Webhook Endpoint 

To start receiving webhooks notifications, you need to add an endpoint—a URL where INSZoom will send event data. The firm will be able to configure multiple endpoints (up to 25) and control event types (Create, Update, Delete) for each endpoint, enabling more complex and customized integrations with various third-party systems.

  1. Firm Admins should navigate to Subscriptions > Integrations > Zoom Webhooks.

  2. Click on the ‘Zoom Webhooks’ tile and select ‘Configuration’.

  1. Click ‘Add’ and enter the required details:

    1. Endpoint Name – Enter a custom name to identify this endpoint. This name does not impact system functionality

    2. Endpoint URL – The URL where event notifications will be sent.

    3. Endpoint Type – Select the event types that should trigger the webhook.

  1. Click ‘Save’ to complete the configuration.

II. Managing Webhook Endpoints

Once added, you can manage webhooks in Zoom Webhooks > Configuration.

  1. Edit a Webhook – Click ‘Edit’ next to the webhook to update its details.

  1. Delete a Webhook – Click ‘Remove’ to delete a webhook endpoint.

III. Generating an Authorization Key 

INSZoom uses an authorization key to secure webhook communications.

  1. In the Configuration section, click ‘Generate New Key’ if you wish to generate a new authorization key.

  1. A new authorization key will be generated and used for signing webhook requests.

  2. If a key is regenerated, the webhook will use the new secret key for authentication.

Note:  Webhook subscription does not need to be paused when regenerating a key. However, the target system should store all past keys because any event triggered before the new key was generated would have been signed using the old key.

 

E. Supported Entities and Trigger Points

Zoom Webhooks will be triggered when events (for example creation, update and deletion) occur in the following entities:

  1. Foreign National/ Client

  2. Case

  3. Passport

  4. Visa

  5. Documents

For more details on events that trigger webhooks, refer to the Zoom Webhooks Trigger Points.xlsx and the corresponding Entity JSON structure, refer to INSZoom WebHook Entity JSON V2.0.xlsx

F. Webhook Processing and Delivery

I. Webhook Notification Process

  1. Whenever an event occurs, INSZoom will immediately send a webhook payload  to the configured webhook endpoints.

  2. If multiple webhook endpoints are configured for the same event (for example creation, update and deletion), INSZoom will send notifications in parallel to all endpoints at the same time.

II. Retry Mechanism for Failed Webhooks

If the webhook endpoint is down or not responding, INSZoom will retry sending the webhook using the following retry schedule. This ensures that no critical event updates are lost.

  1. 1st Retry: 10 minutes after failure

  2. 2nd Retry: 30 minutes after 1st retry

  3. 3rd Retry: 120 minutes after 2nd retry

Note: If the webhook endpoint is updated or changed during the retry interval, the remaining retry attempts will be canceled.

G. Tracking Zoom Webhook Activity

INSZoom logs all webhook payload deliveries, enabling you to monitor and troubleshoot event notifications.

  1. To view these logs, navigate to Zoom Webhook > Logs in the subscriptions page.

  1. The logs display key details which include: Transaction Time, Endpoint URL, Event, Status, Triggered By, Number of Retries that can be referred to in this section.

  2. Refer to these logs to diagnose and resolve any issues with your webhook integrations.

H. Best Practices for Using Zoom Webhooks

  1. Implement security checks (such as signature validation) to confirm the request is from INSZoom.

  2. Regularly check the event logs to troubleshoot any failures.

  3. Ensure that INSZoom’s IP addresses are whitelisted so you receive webhook requests without interruptions.

If you have any issues setting up or using Zoom Webhooks, contact INSZoom support or your IT administrator for assistance.

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