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Picture this: It’s Friday afternoon and you’re ready to wrap up. But instead of slogging through endless manual processes like copying data between tools, creating folders for upcoming projects, or remembering to send client notifications, your systems take care of everything. Automatically. No reminders needed, no updates missed, no human errors.
Now imagine this happening every day in your business. A client task is marked complete in ClickUp and an invoice is instantly created. A video gets flagged as “ready to edit” and your Google Drive suddenly has all the required folders pre-organized and ready for your team. ClickUp Webhooks 2.0 make this kind of seamless automation possible, even if you’re not a tech wizard.
If you’ve ever felt overwhelmed by tedious, manual work or watched time slip away on tasks that could easily be automated, this one is for you.
Yvonne Heimann will walk you through exactly what ClickUp Webhooks are, why they’re more efficient than traditional automation tools, and how to take advantage of the latest updates in ClickUp Webhooks 2.0.
Most importantly, you’ll see real-life use cases and step-by-step instructions to implement your own webhooks today, even if you’ve never touched one before.
What Are ClickUp Webhooks (And Why Should You Care?)
Let’s boil it down: a webhook is like a digital phone line between apps. But unlike traditional automations that constantly check for changes, ClickUp Webhooks are proactive. They send data only when something important happens, instantly and efficiently.
For instance, tools like make.com or Zapier often rely on polling every 15 minutes asking if something changed. Whether or not anything happened, you get charged for each of those checks. It’s wasteful, both in time and money.
ClickUp Webhooks fire only when there’s a real change. That means faster responses, lower costs, and fewer operations wasted. As Yvonne Heimann puts it: “It’s like your mom calling every five minutes to ask if you’ve eaten yet except every call costs you money.”
What’s New in ClickUp Webhooks 2.0?
If you love automation or want to start using it like a pro, ClickUp Webhooks 2.0 is a major game-changer. This upgrade is packed with features that make automating your business easier, smarter, and way more efficient. Even better? It’s designed so anyone can use it, not just developers.
Here’s what you get with ClickUp Webhooks 2.0:
Expanded Functionality & Customization
Get more control over what triggers your automations and what information gets passed between tools.No More Location Tying
ClickUp Webhooks are no longer tied to specific lists or folders. That means one webhook can power multiple workflows.Easier Testing
You can now test your webhook setup directly in ClickUp. No more guessing if your automation is going to work.Chat Message Triggers
Yes, ClickUp Webhooks can even trigger automations based on in-app chat messages.
Worried about breaking your existing automations? Don’t be. Your legacy webhooks will continue working exactly as they are. ClickUp Webhooks 2.0 simply adds more flexibility and power to your toolkit.
How To Set Up a ClickUp Webhook 2.0
Even if you’ve never used webhooks before, ClickUp Webhooks 2.0 makes the setup process incredibly simple.
Here’s a basic step-by-step:
Create an Automation in ClickUp
Open your automations and set your trigger, like a custom field marked “YouTube Graphics Ready.”Choose the Action: Send Webhook
Be sure to select the new ClickUp Webhooks 2.0, not the legacy option.Get Your Webhook URL
Generate a custom webhook in your automation platform like make.com, then copy the provided URL.Paste the URL Into ClickUp
Drop the webhook URL into your ClickUp automation, and you’re ready to go.
You can keep things simple or go deeper by customizing data fields, headers, or parameters. Either way, you’re saving hours of manual work.
Real-World Example: Automating Video Production with ClickUp Webhooks
Here’s how Yvonne uses ClickUp Webhooks in real life.
When a video stage is updated in ClickUp, such as being marked “Ready to Record,” a webhook is triggered. That webhook activates a make.com scenario that does the following:
Creates a Google Drive folder named with the episode number, title, and task ID
Auto-generates subfolders for final cuts, raw footage, and graphics
Sends the main folder link back to ClickUp and attaches it to the task
No one has to lift a finger. Ten minutes saved per video. Multiply that by 52 weeks of content, and you’re saving 8+ hours annually just for YouTube. Add another 8 for podcast episodes and the efficiency adds up quickly.
Since the ClickUp Webhook only fires when needed, this setup uses one operation per trigger instead of 96 per day like polling-based systems. That’s a massive cost savings on tools like make.com or Zapier.
Start Small and Reclaim Hours Every Month with ClickUp Webhooks
Even one simple ClickUp Webhook can make a big difference. Start by automating the task that drains you the most, whether it’s folder creation, status updates, or client follow-ups.
Once it’s set up, the webhook runs silently in the background, keeping your business humming without constant input from you. It’s like hiring an invisible assistant who never drops the ball.
If you’re serious about scaling your business without burning out, there’s no better time to dive into ClickUp Webhooks 2.0.
If you want to skip this whole manual process, simply grab the template here: TEMPLATE
Check out Yvi’s full library of ClickUp automation tutorials and templates to make your systems smoother, faster, and more fun right here: LIBRARY
Start Small and Reclaim Hours Every Month with ClickUp Webhooks
Even one simple ClickUp Webhook can make a big difference. Start by automating the task that drains you the most, whether it’s folder creation, status updates, or client follow-ups.
Once it’s set up, the webhook runs silently in the background, keeping your business humming without constant input from you. It’s like hiring an invisible assistant who never drops the ball.
If you’re serious about scaling your business without burning out, there’s no better time to dive into ClickUp Webhooks 2.0.
If you want to skip this whole manual process, simply grab the template here: TEMPLATE
Check out Yvi’s full library of ClickUp automation tutorials and templates to make your systems smoother, faster, and more fun right here: LIBRARY
Let ClickUp Webhooks Do the Heavy Lifting
Behind every efficient business is a system that works even when you’re not working. With ClickUp Webhooks, you can reclaim your time, reduce stress, and let your business flow smoothly. Start with one small automation today and see how quickly the impact multiplies.
Ready to get started? Tap into the power of ClickUp Webhooks 2.0 and watch your business run smarter, not harder.
ready to take action and stop trying to figure it all out on your own?
You don’t have to do it all – or all by yourself.
I have helped many Digital Entrepreneurs scale their operations, teams, and offers!
Let’s get you to that next level.
Video Transcription:
Yvonne Heimann [00:00:00]:
Imagine your business running on autopilot. When a client task is completed in ClickUp, an invoice is automatically generated. When you mark a video ready for edit in ClickUp, your Google Drive suddenly has all the episode folders ready for you to upload your raw footage. No copying information between systems, no manual updates, nothing slipping through the cracks. That is the power of ClickUp webhooks. And today I’m showing you exactly how to make work for you, including the new ClickUp Webhooks 2.0 update that’s going to make your automation life even easier. Now, if we haven’t met yet, I am Yvonne Heimann, aka Yvi from askyvi.com I am a business efficiency consultant and leadership coach. And after setting up hundreds, if not thousands of webhook integrations for clients who were drowning in manual work, I’ve seen firsthand how implementing webhooks can easily save you three to five hours of tedious work every single week.
Yvonne Heimann [00:01:07]:
And that’s per process. And along the way, also cut your make.com bill in half. And I promise, even if you are not technical, you can do this too. So let’s break down Webhooks in the most simple way. A webhook is like a digital phone line between your apps. So when something happens in ClickUp, the webhook holds another tool and says hey, something is happening. Think of it as ClickUp proactively reaching out rather than tools having to constantly check in if anything changed. This is the huge difference between ClickUp webhooks and a lot of other automations where it both saves you time and money.
Yvonne Heimann [00:01:53]:
So why does it matter to use webhooks over regular automations in make.com or Zapier? Now what happens is, for example, if I go into make.com and I say hey, if something changes in Google Sheets, I want to have something to happen. That would mean my initial trigger in make.com is check Google Sheets and check Google Sheets and constantly calling Google Sheets to check if anything has changed. It’s like your mom calling every five minutes asking if you’ve eaten yet. Not only is that annoying, but but you are paying for every single one of those check in calls whether something changed or not. This is not unlimited calling. One of my clients was literally burning through their make.com operations because their automation checked Google Sheets every 15 minutes. That is 96 operations daily just to check. Webhooks eliminate this waste.
Yvonne Heimann [00:02:56]:
The web hook proactively activates when something is actually happening. Now let’s talk about the elephant in the room. If you are already using webhooks, you might be worried about ClickUp’s new Webhook 2.0 update that I already mentioned. Are my existing workflows going to break? Do you need to rebuild everything? Good news, your legacy webhooks will keep working exactly as they are. No panic or rush to update anything. ClickUp isn’t removing the functionality, they are literally just adding to it and upgrading it. So what is new and better in 2.0? Number one, you are getting more functionality and customizability. Second, webhooks are not longer tied to locations, meaning they are more broad usable without you having to run similar webhooks over and over and over.
Yvonne Heimann [00:03:47]:
Pretty much doing the same thing like our YouTube process automation is pretty much the same as the podcast automation, just a couple little different data points. Now I can use the same webhook for that. Third, testing if your webhooks are actually working properly has become much easier. And last but not least, webhooks can trigger by chat messages. Did I mention I really love ClickUp Webhooks 2.0. All of this sounds quite nerdy. Let’s start with the simple part and let’s walk you through. Setting up a webhook 2.0 in ClickUp is really simple.
Yvonne Heimann [00:04:26]:
You pretty much go into your automations wherever you are and you create a new automation. What is the trigger? In our case it is often a custom field. It’s one of our stages, which in this case we are in YouTube, which is probably. There we go. YouTube graphics. So for example, when the YouTube graphics are ready, I want to send out a webhook. And when you’re building new ones, use pretty, pretty please use the new one, don’t use the legacy one and then create webhook. Call the webhook.
Yvonne Heimann [00:05:06]:
Something like YouTube video. Done. You can add additional descriptions to it. The URL. This is often the first question of oh my God, how do I do this? This is where your secondary tool comes in. That secondary tool is giving you the information you need. So in our case we love make.com create a new scenario in make.com and find the webhooks and use a custom webhook. Now you either can use specific webhooks you already have, or you can add one and name it.
Yvonne Heimann [00:05:40]:
It all does the same thing. It gives you this URL right in here and you just copy the address and go back in your automation and paste it. Done. That’s literally how simple it is to create a webhook. Now you can go nerdier. You don’t have to. You can go nerdier. You have your custom fields in here where you can choose certain things and you can customize it and you can add your headers and URL parameters.
Yvonne Heimann [00:06:04]:
You don’t have to. You don’t have to this. Does your webhook enabled or not? Yes, because we want to have it running. And there’s your test. Your webhook failed because we haven’t saved it yet. Once all of this is built, so what then happens here is cool. We have this and then we probably want to do something. Get a task, do do something.
Yvonne Heimann [00:06:26]:
This is where you then build your make.com automation and decide what you want to do with all of this. Now what you can do with all of this. Let me show you one of my favorite examples our video production folder automation. So as I already mentioned, when we change in here our video stage from anything to record, it triggers a webhook just like you already saw right now this is the exact same automation. It then triggers this webhook based on the information this webhook sent. And we are going out to ClickUp, grabbing by the task ID all of the information that’s in ClickUp, what custom fields are there, what URLs, what anything and everything that’s in there. We are just grabbing it to make sure make.com has all of the information. And then it creates a folder in Google Drive in my 2025 YouTube folder that is named by the episode number, the task name, which is the video title and the task id just in case something ever breaks.
Yvonne Heimann [00:07:39]:
I know exactly which task this is. Within this main folder, it then creates a final folder, a raw folder, a graphic folder, and not only that, it then also grabs that main folder URL from Google Drive and plugs it into ClickUp. So when you look right back here, you can already tell that all of these Google Drive folders are automatically linked. And I literally can just click on it and there is the whole folder structure. This right here easily saves me 10 minutes of manual work for every single video. Multiply that by 52 videos per year and we are saving eight plus hour annually just on this one single automation. That’s another eight hours per hour podcast episodes, because those are going out weekly too. Not only that, the key difference here with running webhooks and ClickUp is if you used a regular make.com trigger like checking your Google spreadsheets for new videos, or go out and check ClickUp that would be running every 15 minutes, or maybe you schedule it for every half an hour.
Yvonne Heimann [00:08:51]:
It doesn’t matter that every 15 minutes, that is 96 operations daily you are paying. For those with the webhook you use exactly one operation every time I record a video. 1 versus 96 daily. So for tool like make.com where you pay for operations, this is a massive cost saving. Now let me give you a bonus tip that will save you even more time. Instead of building these web automations from scratch, you can save time by using make.com blueprints. And yes, all of our ClickUp templates in the shop that include external automations like this have the blueprint included.
Yvonne Heimann [00:09:32]:
Now what are blueprints? Blueprints are your snapshot, your template that you can just pull into your make.com automation. So how does that work? Under your More tab you can export blueprints and you also can import blueprint. So the export blueprint downloads a JSON file that you then can say import blueprint, choose the file and it brings it up and it automatically asks you of hey, you don’t have access to this account because that’s my information asks you to plug in your webhook, your Google Drive, connect to the tools you might have to connect to and you easily have this framework integrated and customized for your use. So this gives you a complete working automation in minutes instead of having to build everything from scratch. So if you want to skip the manual process, just click the link in the description below. I have this podcast production process template ready for you to go. Even one simple webhook that saves you a few minutes daily adds up to a hours of reclaimed time every single month. Start with one single automation that addresses your biggest pain point.
Yvonne Heimann [00:10:51]:
Maybe it’s folder creation and we got the template for you so you don’t even have to rebuild it. Maybe it’s updating your CRM when tasks move to a certain status or sending clients notification. The beauty of webhooks is that they’re always working in the background once set up, allowing your systems to communicate without using your constant involvement. And that’s how you build a business that doesn’t consume your life. And if this was helpful, click the like button and subscribe for more practical systems and ClickUp tutorials. Your engagement helps more business owners discover these efficiency strategies. And if you want to dive deeper, check out my ClickUp automation playlist right here. It will help you take your automation game to a whole new level.
Yvonne Heimann [00:11:39]:
And remember, behind every efficient business is a well designed system that gives you back time and freedom. I’ll see you in the next video.
