One webhook, many forms: a clinic's website intake routed into Cliniko
A single Make scenario receives every intake form submitted on a physiotherapy clinic's website, fetches the full entry and sends it through a three-level router tree to the branch for that form, which carries it into Cliniko. It ran 20 times in the month to 21 October 2026 without an error.
Where this applies
Physiotherapy and allied-health clinics, and any practice whose website has several intake forms that feed one practice-management system.
- runs in a month, no errors
- 20
- form branches from one webhook
- ~17
- operations per submission
- 4
The problem
A clinic's website rarely has one form. There are new-patient forms, referral forms and forms for particular services, and each has to land in the practice-management system in its own shape. Retyping them at reception is slow, error-prone and means health information is moved by hand.
One integration per form is the obvious answer and becomes a maintenance problem: a dozen near-identical automations, each to be changed whenever a field changes. One entrance with clear routing is easier to keep right.
What we built
One entrance
Every form posts to one custom webhook. The scenario then fetches the complete entry from Gravity Forms rather than relying on what the webhook carried, so each branch works from the full set of answers.
A tree, not a list
Routing is three levels deep: a first router splits submissions two ways, two nested routers split them again and five more choose the final branch. Each decision is small enough to read at a glance, and about seventeen branches come out of the bottom.
Each branch knows its form
Every leaf of the tree is a short pair of steps that carries that kind of submission into Cliniko. Each form's mapping lives in one place, so a change to one form is a change to one branch.
One path per run
A submission walks a single path through the tree, so a run costs about four operations however many branches the tree has. Adding a form adds a branch, not cost to every other submission.
The outcome
20 runs between 19 September and 21 October 2026, all successful, using 80 credits: four per submission.
Built in September 2025 and last changed in August 2026. It is switched on and its visible history has no errors.
Where it stops
The scenario has no error route beyond Make's default, so a submission Cliniko rejects shows in Make's history but is not raised with anyone at the clinic. A submission from a form that matches no branch goes nowhere, so a new form needs its branch before it goes live. Because one scenario carries every form, a fault in it affects all of them.
Built with
- Make.com
- Gravity Forms
- Cliniko
- Webhooks
Patterns used
- One webhook, many forms
- Fetch the full entry
- Nested router tree
- Branch per form
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no