Plexflow guide: API, webhooks and automation platforms
Foreword
Before presenting the different integration options in Plexflow, it is important to clearly distinguish two notions that are often related, but that work differently: the API and the webhook.
An API lets another platform or an external tool request information from Plexflow. In other words, it is the external system that sends a request to consult or retrieve data.
A webhook, by contrast, lets Plexflow send information automatically to another system when a specific event occurs. In that case, it is no longer the external tool that comes to fetch the information; Plexflow transmits it at the right time.
In summary:
- API: an external tool queries Plexflow to obtain information;
- Webhook: Plexflow sends information automatically when an event occurs.
This distinction matters, because the right approach depends on the need. Some integrations are mainly used to consult data, while others are used to react automatically to events.
Element | API | Webhook |
|---|---|---|
How it works | An external tool queries Plexflow to request information. | Plexflow sends information automatically when a specific event occurs. |
Type of exchange | Request / response | Automatic notification |
Trigger | At the request of the external platform | When an event occurs in Plexflow |
Main use | Consult or retrieve data | Trigger an action or transmit information in real time |
Example tools | Make, n8n, Power Automate, custom system | Make, n8n, Power Automate, custom system |
Need for an API key | Yes, generally | Not necessarily in the same way, depending on the webhook configuration |
When the data is retrieved | When the external tool makes the request | Automatically at the time of the event |
Ideal for | Reading data, synchronizing information, feeding a dashboard or an automation | Reacting quickly to an action in Plexflow |
Understanding API possibilities in Plexflow
Plexflow offers different integration options to automate certain processes and connect the platform to other external tools.
1. Integration with an API key
The first option is to use an API key.
In this case, an automation platform or an external system, such as Make, n8n, or Power Automate, sends a request to Plexflow in order to retrieve certain information available through the API. In other words, it is the external tool that queries Plexflow to obtain the data needed for the automation. This logic matches the definition given earlier in the article, where the API is used to request information from Plexflow.
Because this option relies on the use of an API key, it is important to keep this key confidential and to share it only in a secure environment.
This type of integration is generally more technical and requires the involvement of a technician to carry out the configuration, ensure that the requests work properly, and oversee the secure use of the API key.
This option is recommended if:
- you already use an advanced automation platform;
- you want to retrieve data in a structured way;
- you want to build more customized scenarios;
- you want to query Plexflow on demand according to your needs.
Possibilities via API | Example |
|---|---|
Retrieve unit information | Unit name, address, type, area, floor |
Retrieve property information | Property name, address, identifier |
Retrieve rent information | Rent status, current amount, scheduled amount, discounts |
Retrieve occupancy information | Incoming tenants, outgoing tenants |
Retrieve important dates | Move-in date, move-out date, availability date |
Feed an automation | Send the data to Make, n8n, or Power Automate |
Create external reports | Tracking table of units, rents, or availability |
2. Integration with a webhook
The second option is based on the use of a webhook.
Unlike an API key, where an external platform has to request the information, the webhook lets Plexflow send certain data automatically when a specific event occurs. For example, when a specific action occurs in the platform, Plexflow can transmit the information directly to an external tool or a connected system. This is the same logic already described in the foreword and in the webhook section above.
When a webhook is configured, it is important to make sure that the destination address is valid, secure, and intended for the right system, because the information will be sent there automatically when the planned events occur.
This option is recommended if:
- you want to receive the information in real time;
- you want to trigger actions automatically in another system;
- you need logic based on specific events in Plexflow.
Possibilities via webhook | Example |
|---|---|
Send an automatic notification | Plexflow sends data when an event occurs |
Trigger an external scenario | The event received in Make or n8n starts an automation |
React in real time | Creation, update, or status change in Plexflow |
Transmit the information to another system | Send the data to a CRM, a dashboard, or another application |
Reduce manual requests | The external tool does not need to keep checking whether a change has occurred |
2.1 Simplified integration with Zapier
Plexflow has a built-in module in Zapier, which lets you easily search for Plexflow directly in the platform when you create an automation. This article already mentions that this built-in Zapier module exists.
In this guide, this option can be presented as a simplified way to use webhooks in Zapier, without having to go through a more technical configuration in another tool. It therefore makes it easier to set up certain automations based on events sent from Plexflow.
In other words, this integration can let you:
- connect Plexflow to other applications compatible with Zapier;
- trigger actions based on certain events;
- take advantage of a simple, visual interface to configure your automations.
This option is recommended if:
- you want to use Plexflow webhooks in a simpler environment;
- you want to create an automation quickly in Zapier;
- you are looking for an approach that is more accessible than a complete technical configuration.
Integration security
When you set up an integration between Plexflow and an external tool, the security of the data exchanges is an important element to consider.
In general, API and webhook integrations rely on mechanisms that control and secure access to the information, in particular through the use of API keys, configured destination addresses, and authentication parameters specific to the connected tools.
It is therefore recommended to:
- protect any API key as confidential information;
- limit access to automation tools to authorized people;
- carefully validate the automations and the webhook addresses that are configured;
- make sure the data transmitted is used only in a relevant and secure context.
In other words, the more advanced an integration is, the more important it is to oversee its configuration carefully in order to ensure a reliable and secure exchange of data.
Connection scenarios
Depending on your need, Plexflow can be connected to an external platform in different ways.
Option A — Connection to a specific unit
This scenario lets you query Plexflow to retrieve the information associated with a specific unit. This approach is particularly useful when the automation needs to target a particular unit or work with a specific piece of information. It fits an API integration logic, where the external tool comes to request the data from Plexflow.
Option B — Connection to a set of units or properties
This scenario instead lets you retrieve a set of information related to several units or properties. This approach can be useful to feed a dashboard, produce an external report, or synchronize several data points at once in an automation platform such as Make, n8n, or Power Automate.
Updated on: 13/11/2026
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