reflector/server/docs/webhook.md

Reflector Webhook Documentation

Overview

Reflector supports webhook notifications to notify external systems when transcript processing is completed. Webhooks can be configured per room and are triggered automatically after a transcript is successfully processed.

Configuration

Webhooks are configured at the room level with two fields:

• webhook_url: The HTTPS endpoint to receive webhook notifications
• webhook_secret: Optional secret key for HMAC signature verification (auto-generated if not provided)

Events

transcript.completed

Triggered when a transcript has been fully processed, including transcription, diarization, summarization, topic detection and calendar event integration.

test

A test event that can be triggered manually to verify webhook configuration.

Webhook Request Format

Headers

All webhook requests include the following headers:

Header	Description	Example
Content-Type	Always application/json	application/json
User-Agent	Identifies Reflector as the source	Reflector-Webhook/1.0
X-Webhook-Event	The event type	transcript.completed or test
X-Webhook-Retry	Current retry attempt number	0, 1, 2...
X-Webhook-Signature	HMAC signature (if secret configured)	t=1735306800,v1=abc123...

Signature Verification

If a webhook secret is configured, Reflector includes an HMAC-SHA256 signature in the X-Webhook-Signature header to verify the webhook authenticity.

The signature format is: t={timestamp},v1={signature}

To verify the signature:

1. Extract the timestamp and signature from the header
2. Create the signed payload: {timestamp}.{request_body}
3. Compute HMAC-SHA256 of the signed payload using your webhook secret
4. Compare the computed signature with the received signature

Example verification (Python):

import hmac
import hashlib

def verify_webhook_signature(payload: bytes, signature_header: str, secret: str) -> bool:
    # Parse header: "t=1735306800,v1=abc123..."
    parts = dict(part.split("=") for part in signature_header.split(","))
    timestamp = parts["t"]
    received_signature = parts["v1"]

    # Create signed payload
    signed_payload = f"{timestamp}.{payload.decode('utf-8')}"

    # Compute expected signature
    expected_signature = hmac.new(
        secret.encode("utf-8"),
        signed_payload.encode("utf-8"),
        hashlib.sha256
    ).hexdigest()

    # Compare signatures
    return hmac.compare_digest(expected_signature, received_signature)

Event Payloads

transcript.completed Event

This event includes a convenient URL for accessing the transcript:

• frontend_url: Direct link to view the transcript in the web interface

{
  "event": "transcript.completed",
  "event_id": "transcript.completed-abc-123-def-456",
  "timestamp": "2025-08-27T12:34:56.789012Z",
  "transcript": {
    "id": "abc-123-def-456",
    "room_id": "room-789",
    "created_at": "2025-08-27T12:00:00Z",
    "duration": 1800.5,
    "title": "Q3 Product Planning Meeting",
    "short_summary": "Team discussed Q3 product roadmap, prioritizing mobile app features and API improvements.",
    "long_summary": "The product team met to finalize the Q3 roadmap. Key decisions included...",
    "webvtt": "WEBVTT\n\n00:00:00.000 --> 00:00:05.000\n<v Speaker 1>Welcome everyone to today's meeting...",
    "topics": [
      {
        "title": "Introduction and Agenda",
        "summary": "Meeting kickoff with agenda review",
        "timestamp": 0.0,
        "duration": 120.0,
        "webvtt": "WEBVTT\n\n00:00:00.000 --> 00:00:05.000\n<v Speaker 1>Welcome everyone..."
      },
      {
        "title": "Mobile App Features Discussion",
        "summary": "Team reviewed proposed mobile app features for Q3",
        "timestamp": 120.0,
        "duration": 600.0,
        "webvtt": "WEBVTT\n\n00:02:00.000 --> 00:02:10.000\n<v Speaker 2>Let's talk about the mobile app..."
      }
    ],
    "participants": [
      {
        "id": "participant-1",
        "name": "John Doe",
        "speaker": "Speaker 1"
      },
      {
        "id": "participant-2",
        "name": "Jane Smith",
        "speaker": "Speaker 2"
      }
    ],
    "source_language": "en",
    "target_language": "en",
    "status": "completed",
    "frontend_url": "https://app.reflector.com/transcripts/abc-123-def-456"
  },
  "room": {
    "id": "room-789",
    "name": "Product Team Room"
  },
  "calendar_event": {
    "id": "calendar-event-123",
    "ics_uid": "event-123",
    "title": "Q3 Product Planning Meeting",
    "start_time": "2025-08-27T12:00:00Z",
    "end_time": "2025-08-27T12:30:00Z",
    "description": "Team discussed Q3 product roadmap, prioritizing mobile app features and API improvements.",
    "location": "Conference Room 1",
    "attendees": [
      {
        "id": "participant-1",
        "name": "John Doe",
        "speaker": "Speaker 1"
      },
      {
        "id": "participant-2",
        "name": "Jane Smith",
        "speaker": "Speaker 2"
      }
    ]
  }
}

test Event

{
  "event": "test",
  "event_id": "test.2025-08-27T12:34:56.789012Z",
  "timestamp": "2025-08-27T12:34:56.789012Z",
  "message": "This is a test webhook from Reflector",
  "room": {
    "id": "room-789",
    "name": "Product Team Room"
  }
}

Retry Policy

Webhooks are delivered with automatic retry logic to handle transient failures. When a webhook delivery fails due to server errors or network issues, Reflector will automatically retry the delivery multiple times over an extended period.

Retry Mechanism

Reflector implements an exponential backoff strategy for webhook retries:

• Initial retry delay: 60 seconds after the first failure
• Exponential backoff: Each subsequent retry waits approximately twice as long as the previous one
• Maximum retry interval: 1 hour (backoff is capped at this duration)
• Maximum retry attempts: 30 attempts total
• Total retry duration: Retries continue for approximately 24 hours

How Retries Work

When a webhook fails, Reflector will:

1. Wait 60 seconds, then retry (attempt #1)
2. If it fails again, wait ~2 minutes, then retry (attempt #2)
3. Continue doubling the wait time up to a maximum of 1 hour between attempts
4. Keep retrying at 1-hour intervals until successful or 30 attempts are exhausted

The X-Webhook-Retry header indicates the current retry attempt number (0 for the initial attempt, 1 for first retry, etc.), allowing your endpoint to track retry attempts.

Retry Behavior by HTTP Status Code

Status Code	Behavior
2xx (Success)	No retry, webhook marked as delivered
4xx (Client Error)	No retry, request is considered permanently failed
5xx (Server Error)	Automatic retry with exponential backoff
Network/Timeout Error	Automatic retry with exponential backoff

Important Notes:

• Webhooks timeout after 30 seconds. If your endpoint takes longer to respond, it will be considered a timeout error and retried.
• During the retry period (~24 hours), you may receive the same webhook multiple times if your endpoint experiences intermittent failures.
• There is no mechanism to manually retry failed webhooks after the retry period expires.

Testing Webhooks

You can test your webhook configuration before processing transcripts:

POST /v1/rooms/{room_id}/webhook/test

Response:

{
  "success": true,
  "status_code": 200,
  "message": "Webhook test successful",
  "response_preview": "OK"
}

Or in case of failure:

{
  "success": false,
  "error": "Webhook request timed out (10 seconds)"
}