Whalesync

How to integrate WhaleSync with Webflow

Teams managing content across multiple platforms face delays when manually copying data between Airtable, Notion, or Google Sheets and Webflow CMS. WhaleSync provides bidirectional sync that keeps data consistent across platforms without manual updates.

Connect WhaleSync to Webflow through the official marketplace app for visual field mapping and automated sync. For custom logic and data transformations beyond the marketplace app, build directly with Webflow and external platform APIs.

Use the WhaleSync marketplace app

WhaleSync is an external integration platform available in the Webflow Marketplace that connects to Webflow through the official API. The marketplace app provides OAuth authentication, visual field mapping, and real-time bidirectional synchronization between Webflow CMS and platforms like Airtable, Notion, and Google Sheets. The app supports complex data types including multi-reference fields, rich text, and images across 18+ CMS field types. WhaleSync maintains SOC 2 Type II certification, GDPR compliance, and encryption at rest for production environments.

To set up the integration, install the WhaleSync marketplace app from your Webflow workspace. Authorize your Webflow account through OAuth, select your site and Collections, map fields through the visual interface, and activate synchronization. Changes sync immediately when they occur in either system. WhaleSync manages Webflow's API rate limits (60 requests per minute for Starter and Basic plans, 120 requests per minute for CMS, Business, and eCommerce plans) and respects the 1 publish per minute restriction that applies to all plan tiers.

The platform syncs data automatically but changes do not go live until you publish your site. Webflow enforces a 1 publish per minute limit regardless of plan tier. For 100 item updates, publishing takes a minimum of 100 minutes. For 1,000 item campaigns, expect at least 16 hours of publishing time. This is a platform limitation that cannot be bypassed.

Core sync capabilities include:

• Two-way synchronization: Changes in Webflow or connected apps sync bidirectionally
• Complex field support: Multi-reference fields, rich text, images, and 18+ CMS field types sync natively
• Historical data import: All existing CMS data imports when connecting
• Synthetic fields: Control CMS item states (Published, Draft, Archived) through special Webflow Status fields

Setup requirements and limitations:

• Publishing schedules: WhaleSync clears any publishing schedules set in Webflow. Reconfigure schedules manually after sync if needed
• Multi-domain publishing: Sites must be published to all associated domains before enabling sync. Missing domain publications cause InconsistentPublicationsError responses that block synchronization
• Primary field values: Primary fields (typically "Name") must contain non-empty values
• Manual publishing: Changes synced through WhaleSync require manual site publishing or automated publishing workflows to go live

Build with Webflow and external platform APIs

For custom logic, conditional sync rules with complex business logic, or integration with systems WhaleSync does not support, build directly with the Webflow CMS API. This approach provides complete control over sync behavior, custom error handling, and business logic that visual interfaces cannot express.

Sync content from external databases

Custom integrations use the Webflow CMS API to manage Collections and items programmatically. Authenticate using Site Tokens for single-site projects or OAuth for multi-site applications according to the Webflow authentication documentation.

Common patterns include syncing product catalogs from PostgreSQL, pulling job listings from internal HR systems, or publishing content from custom CMS platforms. The bulk CMS endpoints support creating, updating, or deleting up to 100 items per request for efficient synchronization of large datasets.

Key endpoints include:

• List Collections: GET /v2/sites/:site_id/collections retrieves all collections for mapping external data
• Create Items: POST /v2/collections/:collection_id/items adds new CMS items
• Bulk Update: PATCH /v2/collections/:collection_id/items modifies up to 100 items per request
• Publish Site: Programmatically publish changes while respecting the 1 publish per minute limit documented in Webflow's rate limits

Webflow's plan-based rate limits affect sync performance. According to the Webflow Rate Limits Documentation, Starter and Basic plans allow 60 requests per minute. CMS, eCommerce, and Business plans support 120 requests per minute. Webflow enforces a 1 publish per minute restriction regardless of plan tier. This creates significant deployment bottlenecks for large sync operations. Even with rapid data syncing, making content live can take hours due to this platform limitation.

Sites must be published to all associated domains to avoid InconsistentPublicationsError responses that block API requests. Verify all domains show matching timestamps in your publishing settings before enabling automated sync workflows.

Monitor changes with webhooks

Webflow provides webhook events that trigger when CMS data changes for real-time synchronization patterns. According to the working with webhooks guide, subscribe to collection_item_created, collection_item_changed, collection_item_deleted, and collection_item_unpublished events. Configure webhook endpoints through the webhooks reference using OAuth authentication.

All webhook requests from Webflow include x-webflow-signature headers for HMAC SHA-256 verification (cryptographic security validation). WhaleSync internally consumes these webhook events for real-time synchronization between Webflow and connected systems. Developers integrating directly with the Webflow API can build custom event handlers that process webhook payloads and sync changes to external systems immediately.

What you can build

Integrating WhaleSync with Webflow provides real-time bidirectional data synchronization between Webflow CMS and platforms like Airtable, Notion, and Google Sheets. This allows content operations to scale without developer involvement while maintaining design quality.

• Event management platforms: Sync event databases from Airtable to Webflow Collections with speaker profiles, session schedules, and venue information that update automatically when organizers modify spreadsheet data (Webflow uses WhaleSync internally for their Field Events Platform managing 30,000+ records)
• Programmatic SEO campaigns: Manage hundreds of location-specific landing pages, product comparison pages, or directory listings through spreadsheet-based workflows that sync content to Webflow CMS collections in real-time
• Resource libraries and documentation sites: Manage technical documentation, help articles, or educational content in Notion with collaborative editing workflows that sync approved content to Webflow CMS for automatic publishing
• Directory and marketplace sites: Build member directories, vendor marketplaces, or listing platforms where administrators manage profiles, categories, and search filters in Airtable while maintaining design-focused Webflow storefronts with filtered collection lists