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

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 three 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. Three 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: each email workflow has its own webhook token in its settings. 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.
3. 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, find its webhook settings, and use that URL in your sending system instead — new contacts land directly in that sequence. Note they only start receiving emails while the workflow's schedule is active.

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. 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 🚪.

The next question is usually...

• How do I send my leads to a third-party email platform or CRM?
• How do I connect my practice management software?
• How do I create a nurture email workflow?

Still stuck? This usually means...

• Contacts aren't arriving. Check the automation is switched on in the sending tool, and that names and email are all present — submissions missing them are rejected.
• A contact arrived but got no emails. New addresses are verified first (an unverifiable address is rejected), and workflow emails only send while the workflow's schedule is active — check both.
• You need to lock out an old integration. Regenerate the secret in Settings — the old URL stops working immediately. And if any of this feels too technical, tell us in the chat: we set inbound webhooks up with customers all the time.