How do I bring contacts into Co-Kinetic from other systems?

This is part of the Clinic Growth Hub subscription.

Sound familiar?

Leads arrive from lots of places, your website forms, your practice software, a Facebook ad tool, and copying them into Co-Kinetic by hand is exactly the kind of job that stops happening after week two. There are four inbound doors, and every one of them is automatic once set up 📥.

What's happening

Co-Kinetic accepts contacts from outside systems through secure webhooks: private URLs with a secret token that only your account knows. Four kinds exist, from simplest to most targeted:

  1. Your account's inbound contact webhook (Settings → Integrations & Tools → Third-Party Integrations): one URL for your whole account. Any system that can call a webhook, Zapier, Make, most form tools, can push new contacts in, and each new arrival is automatically enrolled into your default email workflow if you have one.
  2. A workflow's own webhook: open a workflow in Email Workflows and copy its Workflow Webhook URL. Contacts posted to it are created (if new) and enrolled into that specific workflow: the right door when different lead sources should land in different sequences. If the workflow runs on each person's own date, the system can send that date too, in a field called key_date (DD/MM/YYYY); see "How do I add people to a date workflow from another system, with their own date?".
  3. An audience's webhook: each saved audience has a Copy webhook link. A lead posted to that URL is given the audience's tags and added to the audience, and so flows into anything the audience feeds, such as a linked email workflow.
  4. A promotion's webhook: prize draws and date-based events have their own webhook too, so an outside system can enter someone into a specific promotion.

And separately, connecting your practice management software brings your real patient list into step: that has its own article.

Why it works this way

Tokens instead of passwords: the outside system never holds your Co-Kinetic login, just a single-purpose secret you can regenerate at any time (which instantly locks the old one out). And enrolment is idempotent: if the same contact is pushed twice, nothing duplicates 🙂.

What to do now

For the common case (a form tool or Zapier/Make pushing leads in):

  1. Go to Settings → Integrations & Tools → Third-Party Integrations and copy your Inbound Contact Webhook URL.
  2. In the sending system, create an automation that POSTs new leads to that URL, mapping the fields: first name, last name and email are required; phone, date of birth and last appointment (dates as DD/MM/YYYY) and tags (lowercase-with-hyphens, like "back-pain") are optional.
  3. If the source can flag opt-outs, map that too: a contact sent as opted out is suppressed and unsubscribed from the start, which keeps your consent record clean.
  4. Send one test lead and check it appears in Audience → Manage Contacts: and, if you have a default workflow, that it was enrolled.

For per-workflow routing: open the workflow in Email Workflows and copy its Workflow Webhook URL: new contacts posted to it land directly in that sequence. Note they only start receiving emails while the workflow's schedule is active. For per-audience routing it's the same idea: use the audience's Copy webhook link instead, and the same fields apply (first name, last name and email required; phone, date of birth, tags and opt-out optional).

The question behind the question

"Which door should I use?" If everything should funnel into one welcome sequence: the account webhook with a default workflow. If different sources deserve different journeys (website enquiries → nurture; event sign-ups → event sequence): per-workflow webhooks. If you think in audiences, tagged groups that feed workflows or products, the audience webhook drops the lead into the group and lets the audience do the routing. The promotion webhook is for the special case of feeding a prize draw or birthday-style event from outside. Start with one door: you can always add more 🚪.

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