By Touchbase Technologies · Published 2026-11-04

A Checklist for Syncing Website Signups into Touchbase

A contact webhook connects information your platform already has with the audience you manage in Touchbase. It can help bring new signups and later updates into the right contact list. The setup becomes more reliable when you separate the data transfer, the import result and the decision to send a campaign.

This checklist follows Touchbase's documented contact-sync workflow. Use the full contact-webhook guide for the current interface, payload examples and supported responses. The steps below explain what to verify around that setup rather than introduce a second, undocumented integration method.

Decide which contacts belong in the audience

Start with the relationship you want to manage. New users of your own product, existing customers and investor contacts should have an explicit destination. A convenient shared address list is not a reason to combine audiences that need different messages.

Choose the contact group and list when creating the integration URL. Write down which platform sends the information and which event or update causes the transfer. If your product has several signup paths, identify whether they belong in one audience or need separate treatment.

Keep the campaign purpose beside the audience definition. “Help new users finish a setup task” gives a different context from “Announce a feature to existing customers.” You can then check whether the data you plan to send is appropriate for the message.

Map the fields before writing the sender

Use the fields shown in the documentation and give each one a clear source. An email address identifies the contact route. A name can support appropriate personalization. Properties can preserve context such as an external user identifier or a plan label from your own product.

Documented field	What to check in your platform	A useful setup question
event	A meaningful label for the update	What caused this transfer?
data.email	The intended contact address	Is this the current address in our records?
data.first_name	An accurate available name	Do we have a real value or an empty field?
data.properties	Relevant source properties	Which fields will we actually use?
data.subscribed	An accurate preference state	Does this reflect the person's preference?

Do not create realistic-looking values for missing information. An empty name can be handled with suitable message copy. An invented name can make a campaign less trustworthy and make later data review harder.

Keep the integration URL on the server

The generated webhook URL is intended for the system sending contacts into the selected audience. Store it in the server-side configuration used by that integration. Keep it out of public client code, shared screenshots and customer-facing prompts.

Connect the sender to a defined action in your platform, such as a successful signup or a relevant account update. The documentation includes examples such as user.signed_up, user.updated and subscription.updated. Use the supported structure and verify the resulting contact; an event label alone does not build a new campaign workflow.

Saving a URL in a settings field does not pull the historical database from your platform. For existing users, your system or a supported connector needs to send the intended records through the integration. Choose a controlled first group before expanding that transfer.

Preserve marketing preferences

Send a preference state that accurately reflects your records. Use false when the person opts out. Do not treat a new profile update or a new import as a reason to reverse an existing unsubscribe.

Touchbase's documentation explains that existing opt-outs are not undone by a later true value. It also describes suppression behavior for supported unsubscribe and deleted-contact event labels. Those events stop future marketing to the supplied addresses; they do not permanently delete the Touchbase contact and its history.

That distinction matters when designing your own account-deletion process. Keep contact suppression, data management and platform account deletion as separate operations with their own supported behavior. Check the documented workflow instead of assuming a single event performs all of them.

Inspect more than the HTTP status

A response can be successful while still reporting rejected or skipped records. Read the result fields described in the documentation, including added, existing, blocked, optedOut, capacitySkipped, rejected and truncated. Decide how your sender will identify an import that needs attention.

For example, a rejected row calls for examining that row and its reported problem. A capacity indicator calls for reviewing the relevant limit or the intended import. Retrying the same unchanged data repeatedly will not necessarily solve either issue.

Keep enough operational information to understand what happened, while avoiding unnecessary contact data in broad application logs. A small import report with counts and controlled diagnostics can be more useful than printing an entire customer list.

Test a small, intentional set

Use records you are entitled to use for the test, such as your own sample addresses. Check an ordinary contact, an update to the same contact and an opt-out case. The test should show both the intended import and the behavior that keeps someone out of future mail.

Open the matching contact group in Touchbase, refresh the view and search for the address. Check the chosen list and the fields that matter to your campaign. Confirm that an update has the effect you expect rather than assuming a green request means every property is correct.

Review a failed example as well. A useful setup process tells you what to do when a row is rejected. Do not use the entire live customer base as the first attempt to discover a mapping problem.

Configure the message separately

Contact sync, list membership and campaign sending are distinct steps. Choose the list, review the template and configure the campaign you intend to run. Keep sending disabled while you inspect the setup.

The documented reminder workflow is off until enabled. An already enabled and started reminder campaign for a list can send to eligible incoming contacts after its delay. Repeated user updates do not create a fresh reminder each time: the documented behavior is once per future list enrollment for that reminder.

For another message or a different audience, configure the appropriate campaign and list explicitly. The activity-based onboarding guide helps you plan useful audience conditions without assuming that every proposed event trigger is already installed.

Review the integration after launch

Periodically inspect whether expected signups arrive, whether updates remain accurate and whether opt-outs stay suppressed. Review rejected and skipped records before increasing volume. A working first test is a starting point for an operating process, not a reason to ignore later failures.

If your team also uses a CRM, agree which system owns the next commercial action. Use the CRM handoff checklist to keep the source, owner and next step clear. Compare Touchbase plans or start free according to the features and capacity your contact workflow needs.

Questions about signup synchronization

Does a webhook automatically fetch all previous users?

No. Your platform or connector must send the intended historical records. Saving an endpoint is not access to a platform's database.

Does an accepted contact automatically receive an email?

Sending depends on the configured campaign, list, eligibility and enabled state. Review those controls separately from the contact import.

Prepared with AI assistance and checked against the sources linked in this guide.