How to Connect Irelia.ai to Make.com Using Webhooks

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~20 minutes setup

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Introduction

You’ve built your conversational AI agent on Irelia.ai, and it’s actively chatting with prospects on WhatsApp, Facebook, and Instagram. But what happens when something important occurs — like when a lead gets qualified, when your agent collects key information, or when someone books a meeting? Right now, you might be manually checking your Irelia dashboard and copying information to other tools. There’s a better way. Irelia tracks these important milestones as events — the “moments that matter” in your conversations. This guide shows you how to automatically send event data from Irelia to your other business tools the instant it happens — no manual work, no delays, no checking dashboards. By the end of this guide, you’ll have: ✅ A working automation that triggers when specific events happen in your Irelia conversations
✅ Data flowing automatically from Irelia to your CRM, spreadsheets, or team chat
✅ The knowledge to build unlimited additional automations

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How This Works

Think of this connection like a smart doorbell system: The magic: Everything happens automatically in seconds. No manual work. No delays. No checking dashboards.

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What You’ll Do

1. 🔗 Get a webhook URL from Make.com — 3 min
2. 📋 Paste the URL into Irelia — 2 min
3. 🧪 Send test data — 2 min
4. ⚡ Set up your action (Google Sheets, Slack, etc.) — 5 min
5. ✅ Test everything end-to-end — 3 min
6. 🚀 Turn it on and name it — 1 min

Total: ~15–20 minutes

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📋 What You’ll Need

• An Irelia.ai account with at least one active agent Required
• A Make.com account (free tier works fine) — Sign up here if needed Required
• A destination for your data (Google Sheets, Slack, or your CRM) Required

No coding required. If you can copy and paste, you can do this.

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🎯 Common Use Cases

80% of readers need one of these two setups. Find yours, note the guidance, then follow the Step-by-Step Setup below — you’ll just make different selections at Step 2 and Step 4.

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📡 Available Events Reference

Your AI agent tracks several types of events as it chats with prospects. Below are some examples of events Irelia can notify you about: When an event triggers, Irelia packages all the relevant information — prospect details, conversation history, qualification status, custom data — and sends it to Make.com instantly.

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⚡ Quick Path (Experienced Users)

Already comfortable with Make.com? Here’s the condensed version:

1. Make.com: Create Scenario → Add Module: “Webhooks” → Select “Custom webhook” → Create webhook → Copy URL
2. Irelia: Settings → Select Agent → Events and Notifications → Paste URL into desired event field
3. Test: Click “Test” button in Irelia → Return to Make.com → Verify data structure determined
4. Action: Add your action Module → Map fields → Run once → Activate

Need more detail? Continue with the full guide below.

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🔧 Step-by-Step Setup

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Step 1: Set Up Make.com to Receive Irelia Notifications

~3 minutes In this step, you’ll create a new automation and configure it to listen for events from Irelia. For this guide, we’ll use “New Inbound Contact” because it’s easy to trigger and perfect for learning. Once you understand how it works, you can easily set up other events.

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Create your Scenario

1. Log into your Make.com account at make.com
2. Click the “Create a new scenario” button (or the + icon in the top right)

3. You’ll see the Scenario editor — a visual canvas where you’ll build your automation
   • You’ll start with an empty canvas showing a large + icon in the center

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Add the webhook Module

4. Click the + icon in the center of the canvas
5. A search box will appear — type webhooks
6. Select “Webhooks” from the results

7. From the list of triggers, select “Custom webhook”

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Create your webhook and get the URL

8. A configuration panel will open. Click “Add” to create a new webhook

9. Give your webhook a descriptive name (e.g., “Irelia - New Inbound Contact”)
10. Leave all other settings at their defaults
11. Click “Save”

12. Make.com will generate a unique webhook URL
    • It looks like: https://hook.make.com/abc123xyz789...
13. Click the “Copy address to clipboard” button

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Step 2: Tell Irelia Where to Send Notifications

~2 minutes Now you’ll log into Irelia and paste the webhook URL you just copied. In Irelia, each AI agent can have its own automations. For this guide, you’ll configure ONE event for ONE agent. Once you understand how it works, you can easily set up more.

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Access your agent settings

1. Log into your Irelia.ai settings dashboard
2. Select the agent you want to connect to Make.com

3. Navigate to “Events and Notifications”

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Configure your webhook

4. You’ll see a list of available events

5. Find “New inbound contact reaching out to us” (or the event you wish to configure)

6. Click in the “URL” field next to this event
7. Paste the webhook URL you copied from Make.com (the URL will auto-save)

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Step 3: Test the Connection

~2 minutes Now let’s verify that Irelia and Make.com can talk to each other.

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Send test data from Irelia

1. In your Irelia webhook configuration (where you just pasted the URL), find the blue “Test” button next to the webhook URL field
2. Click “Test”
3. You should see a green success indicator in Irelia that says “Just sent a data sample successfully”

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Verify Make.com received the data

4. Go back to your Make.com tab (the one you kept open)
5. You should see a success message: “Successfully determined” with a green checkmark

6. Click “OK” to close the configuration panel

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Understanding the Data Irelia Sends

Before setting up actions, take 60 seconds to understand what Irelia just sent to Make.com. These data fields fall into three buckets: 1. 👤 Who They Are (Contact Info)

• userName — The prospect’s name
• userNumber — Their phone number
• inboundLead — Did they message first (true) or did you (false)?

2. 💬 What Happened (Conversation Details) Per agent — the specific chat the user had with a specific agent (under the conversationFlow section):

• id — Unique agent identifier
• name — Name of the conversation agent
• chatHistory — Complete conversation transcript with this agent
• leadQualification — Are they qualified by this agent? ("fit", "not a fit", or "TBD")
• interestScore — How interested are they? (0.0 to 1.0, like 0% to 100%)
• reasonNotQualified — Why they didn’t qualify (if applicable)
• goalAchieved — Number of goals completed with this agent
• numberOfMessageSent — Messages sent by this agent
• numberOfMessageReceived — Messages received from prospect
• numberOfQuestionLackingData — Questions the AI couldn’t answer from Knowledge Base
• creditConsumedForThisChat — Credits used for this conversation

Overall (across all agents):

• chatHistory — Complete chat history across all agents
• optStatus — Opt-in status (e.g., "in", "out")
• creditConsumedForThisLead — Total credits consumed
• numberOfMessageSent — Total messages sent
• numberOfMessageReceived — Total messages received
• numberOfQuestionLackingData — Total questions lacking answers
• numberOfGoalAchieved — Total goals achieved

3. 📝 What You Learned (Custom Data)

• customVariables — Specific information your agent collected (budget, company size, timeline, etc.)

Each custom variable has:

• name — What you asked about (“Budget”)
• value — Categorized answer (“$10k-50k”)
• valueRaw — Exact words they used (“We have around 30k to spend”)

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Step 4: Set Up Your Action

~5 minutes Now comes the fun part: deciding what should automatically happen when Irelia sends data to Make.com.

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Choose your first action

Ask yourself: “When someone first contacts my agent, what’s the ONE most valuable thing that should happen automatically?” Common answers:

• ✅ Log it immediately → Google Sheets (simplest, great for testing)
• ✅ Alert my team → Slack (immediate visibility)
• ✅ Add to my CRM → HubSpot, Salesforce, Pipedrive (most business value)
• ✅ Start a sequence → Email marketing tool (begins nurture process)

Our recommendation for your first automation: Choose Google Sheets or Slack. They’re simple to set up, and you’ll immediately see when your automation works. Once you’ve tested the connection, you can always change the action to something more complex. Below you’ll find guided instructions for these two examples.

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Step 5: Test Your Complete Automation

~3 minutes Let’s test the entire workflow end-to-end to make sure everything works together.

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Run your test

1. At the bottom left of the canvas, click the “Run once” button

2. Make.com will start listening. You’ll see “Waiting for data…” on your webhook Module
3. Go back to Irelia and click the “Test” button again to send fresh data
4. Return to Make.com — you should see the data flow through both Modules

5. Each Module will show a number (like “1”) indicating how many items were processed
6. Click on any Module to see the details of what was processed

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Verify it worked

Now check your destination to confirm:

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Step 6: Activate and Name Your Scenario

~1 minute

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Activate your Scenario

1. At the bottom left of your Scenario editor, find the toggle switch (it currently says “OFF”)
2. Click the toggle to turn your Scenario ON

3. The toggle will turn blue/purple and display “ON”

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Give your Scenario a name

4. Click on the Scenario name at the top left (it probably says “New scenario” or similar)
5. Rename it to something descriptive like: “Irelia: New Contact → Google Sheet”

6. Click the “Save” button (floppy disk icon) at the bottom of the screen to save your changes

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🎉 Congratulations! You Did It!

Take a moment to appreciate what you just built: ✅ Your AI agent now talks to your other tools automatically
✅ Important moments trigger instant actions
✅ No more manual data entry or checking dashboards — your systems are always up-to-date
✅ Your leads get faster, better follow-up What happens now: Every time someone reaches out to your Irelia agent for the first time → Irelia automatically sends their information to Make.com → Make.com immediately performs your action → All without you lifting a finger.

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What’s Next?

Now that you have one working automation, the possibilities are endless. If you want to connect to more events like “Data Gathered”, “Lead Qualified”, or “Goal Achieved”, simply repeat the steps and customize the actions (Step 4) to achieve your desired result. Your options from here:

1. 🎯 Want to track another event? Create a new Scenario and repeat this guide — just select a different event in Step 2
2. ➕ Want this Scenario to do more things? Edit your Scenario and click the + button after your last Module to add more actions
3. 🤖 Have another agent to connect? Repeat this guide for your other agents — each can have its own automations
4. ⚡ Ready for advanced workflows? Check out the Advanced Automations section below

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Monitoring Your Automation

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Check your Scenario history

1. Open your Scenario
2. Click on the “History” tab at the top of the editor
3. Here you can see every time your Scenario runs:
   • ✅ Success (green indicators)
   • ❌ Error (red indicators with details)

4. Click on any execution to see detailed information about what happened

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What to monitor

First few days: Check daily to ensure Scenarios run successfully and data looks correct. Ongoing: Make.com can send you email notifications when Scenarios error out, so you don’t need to check constantly. Just verify things are working during the first few days.

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🚀 Advanced Automations

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Search and Update Existing Records

Sometimes you don’t want to create a new record — you want to update an existing one. For example, when a lead you already added gets qualified, or when new data is gathered for someone already in your system. This requires a two-step approach: search first, then update. Example: Update an existing lead’s row when they get qualified Trigger: Lead Qualified (webhook) Modules:

1. Search for the existing row
   • Add Module: “Google Sheets” → “Search Rows”
   • Set “Search Column” to “Phone”
   • Set “Search Value” to userNumber from Irelia
   • This finds the row matching the prospect’s phone number
2. Update that row with new data
   • Add Module: “Google Sheets” → “Update a Row”
   • Set “Row Number” to the row number returned from the search
   • Map the fields you want to update (lead status, interest score, etc.)

Result: Instead of creating duplicate rows, your existing lead’s information gets updated in place.

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Using Filters to Control When Actions Run

Filters let you add conditions so your action doesn’t run for EVERY event. Example: Only add to CRM if the prospect’s budget is “$10k-50k” or higher

1. Right-click on the connection line between your webhook and action Modules
2. Select “Set up a filter”
3. Set your condition:
   • Label: “Budget Filter”
   • Condition: customVariables[].value → “Text operators: Contains” → $10k
4. Click “OK”
5. Only leads meeting this criteria will continue to your action

The filter appears as a small funnel icon on the connection line. Common filter use cases:

• Only add to CRM if budget matches your target → customVariables[].value equals $10k-50k
• Only notify team if company size is “Enterprise” → customVariables[].value contains Enterprise
• Only send to sales if lead is qualified → leadQualification equals fit

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Multi-Step Scenarios

Why do one thing when you can do several? Example: When a lead is qualified:

1. Add to HubSpot CRM
2. Send Slack notification to sales team
3. Add to “Hot Leads” Google Sheet
4. Send welcome email

How to set this up:

1. After your first action Module, hover over its right edge and click the + icon
2. Select your second app and action
3. Configure the Module
4. Repeat for additional actions

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Using Routers for Conditional Logic

Routers let you create branching logic based on data — similar to “Paths” in other automation tools. Example: Route leads based on qualification status

• If leadQualification equals "fit" → Route 1: Add to HubSpot + Notify sales
• Else If leadQualification equals "not a fit" → Route 2: Add to nurture campaign
• Else ("TBD") → Route 3: Add to “Needs Review” spreadsheet

How to set this up:

1. After your webhook Module, click the + icon
2. Search for and select “Router” (under Flow Control or Tools)
3. The Router will show multiple output paths
4. Click + on each path to add Modules
5. Set up filters on each path’s connection to control which data flows where

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Using Built-in Tools for Data Transformation

Make.com has built-in functions that let you transform data before sending it:

• 🔢 Format phone numbers consistently (add country code)
• ✂️ Split userName into first name and last name using text functions
• 📊 Convert interestScore from decimal (0.85) to percentage (85%) using math functions
• 📅 Change date formats to match your CRM using date functions

To use these, click into any field and then click the function icon (ƒ) to access Make.com’s built-in functions.

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Real-World Use Case Examples

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Use Case 1: Qualified lead fast track

Trigger: Lead Qualified Modules:

1. Create contact in HubSpot with “Hot Lead” status
2. Send Slack notification to sales team
3. Add to “Qualified Leads” Google Sheet
4. Send welcome email via Gmail

Impact: Sales team engages qualified leads within minutes instead of hours.

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Use Case 2: Disqualified lead nurture

Trigger: Lead Disqualified Modules:

1. Add to Mailchimp nurture campaign
2. Log in “Nurture Pipeline” spreadsheet
3. Create task in Asana to follow up in 3 months

Impact: No lead is wasted; everyone gets appropriate follow-up.

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Use Case 3: Knowledge gap tracking

Trigger: Question Lacking Answer Modules:

1. Send Slack notification to content team so they can reply manually through the Irelia dashboard
2. Log in “Knowledge Base Gaps” spreadsheet

Impact: Continuously improve your AI agent’s Knowledge Base.

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Use Case 4: Goal achievement flow

Trigger: Goal Achieved Modules:

1. Send confirmation email with next steps
2. Update CRM with goal completion
3. Notify account manager in Slack

Impact: Instant positive reinforcement and seamless customer journey.

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Use Case 5: Rich data capture

Trigger: Data Gathered Modules:

1. Update CRM with custom variables (budget, timeline, company size)
2. Router to add to segment-specific sheet (Enterprise vs. SMB)
3. Trigger personalized email based on answers

Impact: Rich prospect data flows automatically; no manual entry.

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💻 Make.com-Specific Tips

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Instant vs. scheduled Scenarios

For webhook-triggered Scenarios, Make.com runs them instantly when data is received. However, you can also set up scheduled checks if needed. To verify your Scenario runs instantly:

1. Click the three dots menu → “Scheduling”
2. Ensure it’s set to run when triggered by webhooks

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Operations and limits

Make.com charges based on operations (each Module execution = 1 operation). Plan accordingly:

• A 3-Module Scenario uses 3 operations per run
• Free tier: ~1,000 operations/month
• Monitor your usage in your dashboard

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Error handling

Make.com has powerful error handling options:

1. Right-click on any Module → Select “Add error handler”
2. Choose how to handle failures (ignore, retry, alert, etc.)
3. This prevents one failure from stopping your entire Scenario

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Final Tips

• 🎯 Start simple — One event, one action. Master that before expanding.
• 🧪 Test thoroughly — Always use “Run once” to verify with real data before activating.
• 📊 Monitor regularly — Check Scenario History weekly, especially at first.
• 🔄 Iterate — Your first automation doesn’t have to be perfect. Refine over time.
• 💾 Save often — Click the save icon after every change to avoid losing work.
• 🤝 Ask for help — Both Irelia and Make.com have great support teams and communities.

Remember: every automation expert started with one simple Scenario. You just built yours. The possibilities from here are endless. Happy automating! 🚀

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✅ Quick Checklist

Use this to verify your setup is complete: ✅ All checked? You’re good to go!

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🛠️ Troubleshooting & FAQs

Don’t panic! Here are the most common issues and exactly how to fix them.