Use Webhook Setup to send automatic notifications to external systems when something happens in EQuip — like a new sale, a stock update, or a member registration. This is useful for connecting EQuip with other business tools.

When to use this: When you want sales, membership, or inventory events to automatically notify your other business tools (e.g., accounting software, chatbots, inventory systems).

Prerequisites

• External endpoint URL available
• IT administrator access required

[!IMPORTANT] This page is typically configured by IT administrators or developers. If you need to add or change a webhook, contact your IT team.

Webhook List

📝 General Description

Webhooks enable real-time integration with external systems. Instead of polling EQuip for data, external systems receive automatic updates when events occur. Common use cases include syncing sales to accounting software, notifying a chatbot of new orders, or triggering inventory alerts.

⚙️ UI Elements

12.1.1 How to Create a Webhook

1. Navigate to Setting → Webhook Setup.

2. Click + Add New.

3. Fill in:

• Webhook Name: Descriptive name (e.g., "Sales → Xero Sync").
• URL: The endpoint URL to receive the webhook POST (e.g., https://your-app.com/api/webhook).
• Event Type: Select the trigger event.
• Method: POST (default) or PUT.
• Headers: Optional HTTP headers (e.g., Authorization: Bearer token123).

4. Toggle Enabled → ON.

5. Click Save.

Expected Result: The webhook is saved and active.

Form Fields

12.1.2 Supported Event Types

12.1.3 How to Edit / Delete a Webhook

Edit:

1. Click the Webhook Name in the list.

2. Update the URL, event type, or headers.

3. Click Save.

Delete:

1. Open the edit form → Click Delete.

2. The webhook is removed and no further notifications are sent.

12.1.4 How to Test a Webhook

1. Create the webhook with your target URL.
2. Use a testing service (e.g., webhook.site) as the URL during testing.
3. Trigger the event in the system (e.g., make a test sale).
4. Check the testing service to verify the payload was received.

5. Once confirmed, update the URL to your production endpoint.

12.1.5 Webhook Payload Example

Event: Sale Completed

{
  "event": "sale_completed",
  "timestamp": "2026-06-28T15:30:00+08:00",
  "data": {
    "transactionNo": "INV-2026-001234",
    "outlet": "ION Orchard",
    "pos": "ION-POS1",
    "cashier": "jay@ew",
    "totalAmount": 45.90,
    "paymentMethod": "VISA",
    "items": [
      { "itemNo": "I0001", "name": "Bubble Tea", "qty": 2, "price": 5.50 },
      { "itemNo": "I0050", "name": "T-Shirt", "qty": 1, "price": 34.90 }
    ]
  }
}

💡 Tips

[!TIP] Enable Retry on Failure for critical webhooks (e.g., sales sync to accounting). This ensures data isn't lost if the target server is temporarily unavailable.

[!WARNING] Keep webhook Headers secure. If your endpoint requires authentication, use environment-specific tokens and rotate them regularly.

[!IMPORTANT] Webhooks are sent in the background — they don't block the original operation. A failed webhook delivery does not prevent the sale from completing.

Access & Permissions

[!WARNING] This page is intended for IT administrators only. Incorrect configuration may affect system connectivity. Contact your IT team for changes.

Business Rules

• Records that are linked to active transactions or other modules cannot be permanently deleted
• Changes made here will take effect on POS terminals after the next sync
• Deleted records can be restored from the list using the Show Deleted filter
• All changes are logged with the user who made them and the timestamp

How to Add a New Webhook

1. Navigate to Webhook Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new webhook.

✅ Expected Result: The new webhook appears in the list and is available for use across the system.

How to Edit a Webhook

1. Navigate to Webhook Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to edit.

3. The edit form opens with all current values pre-filled. Modify the fields as needed.

4. Click Save to apply your changes.

✅ Expected Result: The webhook is updated and changes take effect immediately.

How to Delete a Webhook

1. Navigate to Webhook Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to delete.

3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm.

✅ Expected Result: The webhook is soft-deleted — hidden from active lists and POS but can be restored later.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

FAQ

Q: Why are my setting changes not taking effect on POS? A: Settings need to sync to POS terminals. Check Terminal Status for sync timing, or trigger a manual sync.

Q: Can I revert a setting change? A: Yes. Simply toggle the setting back to its previous value and save. Changes take effect after the next POS sync.

Q: Who should configure these settings? A: Most settings should be configured by an administrator. Pages marked as "IT Admin only" (App Command, Webhook) require technical knowledge.

Troubleshooting

Related Menus

• Master Data > Company Setup — company information
• User Setup > Privileges Setup — permission configuration
• Master Data > POS Setup — POS terminal settings

Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.