Add webhook data to a Google Sheet: make.com scenario

TL;DR

Use this automation to instantly capture data from a webhook and automatically add it as a new row in a Google Sheet. This is ideal for real-time data logging, form submissions, or any event-driven updates that must be stored in a spreadsheet.

How it works:

1. External system/application performs an action that needs to be logged.

2. That system sends data via a webhook to a URL provided by Make.com.

3. Make.com receives this data through the Webhooks module.

4. Make.com extracts the data and uses it as the input for the Google Sheets module.

5. The Google Sheets module then adds a new row with this data in your Google Sheet.



INTRODUCTION TO MAKE.COM

What is Make.com?

Make.com is an automation platform that lets you connect different applications and services to automate repetitive tasks without coding. The platform helps streamline processes and improve productivity for businesses and individual users.

Why Automation is Important for Startups

Automation can save time and resources, allowing startup founders to focus on strategic growth aspects instead of mundane tasks.

TOOLS USED IN THE SCENARIO

1. Webhooks

A webhook is a way for web applications to communicate with each other in real-time. It sends data to a specified URL when certain events occur.

2. Google Sheets

Google Sheets is a cloud-based spreadsheet tool that allows users to create, edit, and collaborate on spreadsheets in real-time.

Explanation of Key Concepts:

Webhooks: Webhooks are essentially "user-defined HTTP callbacks." When a specific event happens in one system (the source), it sends a message (the data) to a pre-configured URL (the webhook URL) in another system (the destination, in this case, Make.com).

This is a real-time way to receive updates without constantly polling (asking for new data). It's event-driven, meaning actions occur only when an event happens.

Make.com provides the webhook URL, which acts as the listener for the incoming data.

Google Sheets: Google Sheets is the destination for the incoming data. You can organize, analyze, and view your webhook data directly in your spreadsheet.

SCENARIO OVERVIEW: ADDING WEBHOOK DATA TO GOOGLE SHEETS

A. Purpose of the Scenario

- The scenario collects data through a webhook and automatically adds this data into a specific Google Sheets document. This process eliminates the need for manual data entry, reducing the likelihood of human errors.

STEPS TO SET UP THE SCENARIO IN MAKE.COM

A. Create a Make Account

1. Visit Make.com and sign up for an account if you do not have one.

2. Verify your email and log in.

- This step allows you to access the automation tools and create various scenarios.

B. Create a New Scenario

1. Click on "Create New Scenario" on the dashboard.

- You’ll start with a blank canvas. Initiating a new scenario is where the automation begins.

C. Add a Webhook Module (The trigger)

1. Click the "+" button in the center of the canvas to add a module. Search for "Webhooks" and select the "Webhooks" module. Search for "Custom WebHook" and select it. Choose the "Custom Webhook" option as the trigger (the event that starts the scenario)

2. Click "Create a webhook" and give it a name (e.g., "My gateway-webhook") and save it. Make.com will generate a unique webhook URL for you to use. Click "Copy address to clipboard" to save the URL. You'll need to provide this URL to your external app. At this point you need to send the data you plan on sending through your webhook to your new webhook URL. If you do not do this first, then you will not be able to map the data sent to your sheet in the next step.

D. Configure Webhook Parameters by turning the "Show advanced settings" toggle.

Set the "Maximum number of results" parameter (e.g., 1). Defining limits ensures you don't overload your Google Sheet with unnecessary data.

Click "OK" on the module settings dialog. The webhook module is now configured to wait for data. This module will receive data from external sources. The naming helps in identifying the webhook later.

E. Add Google Sheets Module (The action)

1. Click the "+" button next to the Webhooks module (the circle on the right of the webhook module) to add another module. Search for "Google Sheets" and select the "Google Sheets" module. Choose the "Add Row" action.

- This step connects the data coming from your webhook to Google Sheets.

F. Configure Google Sheets Module

1. If this is your first time using Google Sheets with Make.com, you'll need to connect your Google account. Click "Add" and follow the authentication process.

2. Select the Google Sheet where you want to add the data. Choose the correct spreadsheet and sheet name (e.g., "Tax 2020" and "Sheet1").

G. Set Parameters for Google Sheets

1. Include headers if your sheet contains titles for rows. Make sure that the column headers in your selected Google Sheet match the data that you are sending. If this does not happen then your data will be sent to the wrong columns in the sheet.

2. Define how you want to insert data (e.g., via USER_ENTERED or RAW). These configurations ensure data is formatted correctly when inputted into the sheet.

H. Map Your Data Values

1. Set the values from the webhook that you want to record in the sheets. In the Values field, you'll map the data coming from the webhook to the corresponding columns in your Google Sheet. Mapping data ensures that the information received from the webhook is accurately placed in the right columns.

Click "OK" on the module settings dialog. The google sheets module is now set up and ready to go.

I. Save, Test and Activate Your Scenario

1. Name your scenario (e.g., "Webhook to Google Sheet"). After setting everything up, make sure to save and test your scenario. Click the "Save" button to save your scenario.

Turn the scenario "ON" using the toggle on the bottom left of the scenario page. Send test data to the webhook URL from the external system or using tools like Postman or curl. You should see that the scenario has been run. You can inspect how the data flowed through the scenario by clicking on the run that just happened.

Check your Google Sheet. A new row with the data should appear.

If there are any errors you can inspect the errors and update the scenario accordingly.

This step finalizes your automation, allowing it to run whenever data is received by the webhook.

THE BENEFITS OF THIS AUTOMATION

A. Streamlined Data Entry

- Reduces time spent manually entering data into spreadsheets.

B. Improved Accuracy

- Minimizes human errors associated with manual data entry.

C. Time Savings Calculation

1. Assume a startup founder spends an estimated 10 hours a month on manual data entry.

2. By automating this task, they save 10 hours each month.

3. Over a year, this equals 120 hours, allowing them to focus on core business activities like strategy and growth.

FINAL THOUGHTS

Data Structure:

The data sent to your webhook must be structured (e.g., JSON format) so that Make.com can understand it. The "Determine data structure" step is important to get this right.

Error Handling:

It's always good to add error handling logic in Make.com scenarios so that you can handle any issues gracefully.

Security:

Be careful with your webhook URL, as anyone with the URL can send data to your scenario.

Data Types:

Make sure the data types from the webhook align with the column types in your Google Sheet. You may need to do some data transformation within Make.com if they don't match.

Scalability:

This scenario is suitable for relatively small to medium amounts of data. If you expect huge amounts of data, consider a different approach like a database or data warehouse.

Rate limits:

You should be mindful of the Make.com usage limits as well as any limits imposed by the webhook provider.