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Send every sale to your own tools

Give us a web address and we post the details of every completed purchase to it within seconds: which competition, which athlete, what they bought, what it was worth. Point that address at Zapier, Make or n8n and you can send a sale almost anywhere without writing any code.

This guide does the Slack version end to end, because it is the one most organisers keep, and the shape is the same for everything else.

Before you start

• A plan that includes it. The webhook is on every plan except First Competition.
• A free Zapier account, or Make, or n8n. The steps below use Zapier.
• Ten to fifteen minutes.

You do not need a developer and you do not install anything.

How it works, in one paragraph

Zapier gives you a web address that listens. You paste that address into Team Aretas. From then on, every time someone finishes paying, we post the sale to that address, and Zapier does whatever you told it to with what arrives.

Step 1: get an address from Zapier

1. In Zapier, create a new Zap.
2. For the trigger, choose Webhooks by Zapier.
3. Choose the event Catch Hook, and continue.
4. Zapier shows you a Custom Webhook URL. Copy it.

Leave the tab open. Zapier wants to see a real message before it will let you build the rest, and we are about to send it one.

Step 2: paste it into Team Aretas

1. Organiser profile from the menu in the top right.
2. Integrations in the left-hand list.
3. The Purchase webhook tab.
4. Turn on Send completed purchases to my endpoint.
5. Paste the Zapier URL into Endpoint URL.
6. Save.

The address has to be https, and it has to be a public one. We refuse anything pointing inside a private network, which is a security measure rather than an inconvenience: an address we fetch from our own servers could otherwise be aimed somewhere it should not go.

Step 3: send a test

Press Send a test. It posts a sample purchase to your address straight away and tells you exactly what came back, so you find out now rather than on the morning of your event.

A test never appears in your delivery log, because a test is not a sale and should not turn up in your reconciliation.

Back in Zapier, click Test trigger. It should find the message.

Step 4: tell Zapier what to do with it

1. Add an action, and choose Slack.
2. Choose Send Channel Message.
3. Connect your Slack account and pick the channel.
4. Build the message by picking fields from the test: something like {{athlete_name}} just bought {{product_name}} for {{competition_name}}.
5. Test it, and publish the Zap.

The next real sign-up posts into your channel.

Other things organisers wire up

• A running spreadsheet. A Google Sheets row per sale, so you can build whatever view of your entrants you like without exporting anything.
• Your mailing list. Add the buyer to Mailchimp or Klaviyo, tagged with the competition, so pre-event emails reach the right people.
• Your CRM. Create the record in HubSpot, Pipedrive, Airtable or Notion.
• Sponsor and gym reporting. A live count by category or team, so you can tell a sponsor where numbers are without asking us.

Slack, Sheets and Mailchimp are destinations you reach through Zapier. You cannot point us straight at a Slack incoming-webhook URL, because Slack expects its own message format and ours will not render.

Checking it afterwards

The Purchase webhook tab keeps a delivery log: every message, and what your system answered. If something did not arrive, send it again from there.

If a delivery fails we retry four times, spaced out over about half an hour. If it still fails the row is marked, so a broken integration tells you rather than going quiet.

What arrives

A small JSON message per purchase, with the competition, the athlete, what they bought, the value, and an event ID. That ID stays the same for that purchase, so if we ever resend one your tools can recognise the repeat and ignore it.

The exact body is shown on the page, and it is the same body the test button sends, so what you build against cannot drift from what you receive.

About the signature

Every message carries a signature so a receiver can prove it came from us.

Zapier, Make and n8n cannot check it, and do not need to. Their URLs are long and random, so the address itself is the secret. The signature is there for a hand-written endpoint, where you can check it properly.

When it does not work

Nothing arrives at all. Check the switch is on and the address saved, then press Send a test and read what comes back. The answer is almost always in that response.

It works in Zapier's test but not live. In n8n, check you are using the Production URL rather than the Test one. That is the single most common cause.

It arrived once and then stopped. Check the delivery log. A run of failures means your endpoint started refusing us, and the log says how.