Kinlock CRM is where every client relationship lives. Every lead that comes in — from the website, Kinlock Schedule, or Kinlock Inbox — automatically shows up here. Think of it as your scoreboard. If it's not in here, it doesn't exist.
- Check Tasks each morning — these are your action items
- Open Opportunities and review your pipeline stages
- Move deals forward by changing the stage (drag or click)
- Log every call or email as a Timeline Activity on the contact
- When a deal closes, move it to Closed Won — onboarding kicks off automatically
- New Lead — just came in, not yet contacted
- Discovery — call booked or completed
- Proposal Sent — scope delivered to prospect
- Negotiation — working on final terms
- Closed Won — signed! Onboarding starts
- Closed Lost — didn't close, log the reason
- Website form submission → New Lead created
- Cal.com booking → Discovery opportunity created
- Chatwoot conversation → New Lead created
- Closed Won → 4 onboarding tasks created + email sent
- Closed Lost → follow-up task created
- Stale leads → daily reminder tasks created
- People = contacts, Companies = clients, Opportunities = deals
- Always link an opportunity to a person when you create one
- Notes are internal only — clients never see them
- Tasks with due dates will alert you if they go stale
Kinlock Schedule replaces the "when are you free?" email chain. You set your availability once, share a link, and prospects pick the time that works for them. When they book, it auto-creates a lead in Kinlock CRM and sends them a confirmation — you don't have to do anything.
- Copy your booking link and drop it in emails, proposals, and Chatwoot
- Use Discovery Call (30 min) for new prospects
- Use Strategy Session (60 min) for qualified leads
- Use Quick Check-in (15 min) for existing clients
- Cal.com sends confirmation and reminder emails automatically
- They pick a time and fill in their name + email
- A Person is created in Twenty CRM automatically
- A Discovery opportunity is opened in the pipeline
- You get a booking alert email
- Cal.com sends them a calendar invite with the meeting link
Kinlock Inbox is your shared team inbox. When someone reaches out via live chat on the website or any connected channel, it lands here. Every new conversation automatically creates a lead in Kinlock CRM — you never lose a prospect just because they chatted instead of filling out a form.
- Check the inbox at the start and end of every day
- Assign conversations to yourself when you take ownership
- Use Labels to tag conversations (hot-lead, follow-up, etc.)
- Drop your Cal.com link to book calls right from the chat
- Mark conversations Resolved when done — keeps inbox clean
- New conversation → Person + New Lead created in Twenty CRM
- Both team members can see and reply to all conversations
- Conversation history is saved forever — nothing gets lost
Kinlock Mail powers your business email. All automated emails — pipeline digests, payment alerts, overdue invoice notices, uptime alerts — come from here. Use it for all professional client correspondence.
- Monday 8am — weekly pipeline digest
- Daily 9am — stale lead, proposal, and negotiation alerts
- Instant — payment received notifications
- Instant — Closed Won / Closed Lost alerts
- Instant — site down alerts from Uptime Kuma
- 1st of month — lead source report
- Add cal.com/kinlockgroup/discovery to your email signature
- Use hello@kinlockgroup.com for general inquiries
- Use scott@ for personal client correspondence
- Don't unsubscribe from automated alerts — they're your ops feed
Kinlock Sign handles electronic signatures. Once a deal is verbally agreed, you send the contract through here. The client signs online with a click — no PDF attachments, no printing, no back and forth. You get notified the moment they sign.
- Log in and click New Submission
- Select the contract template (SOW, NDA, Service Agreement)
- Enter the client's name and email
- Add any custom fields (project name, price, start date)
- Hit Send — client gets an email with a signing link
- You get notified as soon as they sign
- Always send contracts before starting any work
- Signed documents are stored here permanently — never delete them
- You can see if a client has opened the email but not signed yet
- Send a reminder from inside Docuseal if they haven't signed in 48hrs
Kinlock Billing is your billing system. You create invoices here, send them to clients, and track payments. When an invoice gets paid, it automatically updates the deal in Kinlock CRM to Closed Won. If an invoice goes overdue, a follow-up task is created automatically.
- Go to Invoices → New Invoice
- Select or create the client
- Add line items (service name + price)
- Set the due date
- Click Send Email — client gets it instantly
- Track payment status from the Invoices list
- Invoice created → Person + Opportunity added to CRM
- Invoice paid → CRM deal moves to Closed Won
- Invoice overdue → Follow-up task created in CRM + email alert sent
- Overdue check runs every weekday at 9am
WordPress powers kinlockgroup.com. This is where the public-facing website lives — the homepage, service pages, blog, and the lead-magnet form that feeds directly into your CRM. Developers manage the code; content updates can be done by anyone with admin access.
- Go to Posts → Add New to write a blog post
- Go to Pages to edit existing service pages
- Always click Preview before publishing
- Add a featured image to every blog post
- Don't touch anything in Appearance → Theme Editor
- Theme files are in Appearance → Theme Editor
- The lead form posts to n8n webhook — don't change the form action
- GA4 is installed via gtag — tag ID: G-F3MVM6QEQM
- Always test form submissions after any changes
- Use a staging environment before pushing to production
Kinlock Social lets you schedule social media posts across all platforms at once. Write one post, pick your channels (LinkedIn, Instagram, X, Facebook), choose when to publish, and Postiz handles the rest. No more logging into each platform separately.
- Click New Post
- Write your content (Postiz shows character limits per platform)
- Select which channels to publish to
- Pick a date and time — or use Best Time for auto-scheduling
- Add an image if needed, then Schedule
- Case studies and client results (anonymized if needed)
- Before/after of websites or automations you've built
- Tips on AI, automation, or lead generation
- Behind the scenes of agency life
- Repurpose blog posts as short-form social content
Kinlock Campaigns is your email marketing platform. Use it to send newsletters, nurture campaigns, and announcements to your subscriber list. Unlike Kinlock Mail which is 1-to-1, Campaigns is 1-to-many — one email, thousands of recipients, full analytics on who opened and clicked.
- Go to Campaigns → New Campaign
- Write your subject line and email body
- Select which subscriber list to send to
- Send a test email to yourself first
- Schedule or send immediately
- Check analytics 24hrs later — opens, clicks, unsubscribes
- Monthly value emails — tips, insights, case studies
- New service announcements
- Lead nurture sequences for prospects who didn't close
- Re-engagement for cold leads after 90 days
Kinlock Flows is the glue that connects everything. It runs in the background 24/7 and automatically handles tasks that would otherwise require a human. When something happens in one tool, it reacts in another. You don't need to touch it day-to-day — it just runs.
- Lead Magnet — website form → CRM
- Schedule Booking — meeting booked → CRM
- Inbox Conversation — new chat → CRM
- Stale Lead Alert — 3 days no action → task
- Proposal Follow-up — 5 days no reply → task
- Negotiation Alert — 3 days stalled → task
- Closed Won — deal signed → onboarding tasks
- Closed Lost — deal lost → notification + task
- Invoice Created — invoice → CRM
- Invoice Paid — payment → Closed Won in CRM
- Overdue Invoice — daily check → task + email
- Monday Digest — weekly pipeline email
- Monthly Report — lead source summary
- Uptime Alert — site down → email + task
- Proposal Create — builder submit → CRM + email client
- Proposal Accept — client accepts → contract + invoice
- All workflows use the Kinlock CRM GraphQL API (crm.kinlockgroup.com/graphql)
- SMTP is configured as "SMTP account 2" in credentials
- Webhook base URL: workflows.actionlenscreative.com/webhook/
- Don't deactivate workflows without checking dependencies
- Test with the Test Workflow button before activating
- Check execution logs if something seems broken
- Proposal workflows (Create + Accept) must be activated manually
Kinlock Monitor checks every service every 60 seconds. If anything goes offline, you get an email instantly and an urgent task is created in Kinlock CRM. You don't need to log in regularly — it pings you when there's a problem.
- Marketing Site (kinlockgroup.com)
- CRM (crm.kinlockgroup.com)
- n8n (workflows)
- Docuseal (sign.kinlockgroup.com)
- Chatwoot (inbox.kinlockgroup.com)
- Listmonk (mail.kinlockgroup.com)
- Postiz (social.kinlockgroup.com)
- Invoice Ninja (billing.kinlockgroup.com)
- Check status.kinlockgroup.com to see what's down
- SSH into the VPS: ssh root@145.79.0.113
- Run docker ps to see container status
- Restart a container: docker restart [container-name]
- Check logs: docker logs [container-name] --tail 50
Kinlock Vault is a self-hosted password manager. Every login, API key, and credential for the agency lives here — encrypted and accessible to the team. Install the Bitwarden browser extension and point it at vault.kinlockgroup.com to autofill passwords everywhere.
- Install the Bitwarden browser extension (Chrome/Firefox/Safari)
- Open extension settings → change server URL to vault.kinlockgroup.com
- Create your account at vault.kinlockgroup.com/register
- Ask admin to add you to the shared Organization vault
- From now on, Bitwarden autofills every login for you
- Never share passwords over Slack, email, or text
- Every new service credential goes in Kinlock Vault first
- Use the built-in password generator — never reuse passwords
- If you think a password is compromised, change it and update Vault
Mission Control is the internal dashboard at dashboard.kinlockgroup.com. It's the starting point for every workday — one page with launch links to all 15 Kinlock tools, organized by category. Use it instead of bookmarking 15 different URLs.
- Use the search bar at the top to find any tool by name or function
- Click a tool card to launch that tool in a new tab
- Use category filters (CRM & Sales, Content, Ops) to narrow down
- Bookmark dashboard.kinlockgroup.com — this is your first stop every morning
- The stats bar at the top shows total tools and active workflows at a glance
- CRM & Sales — Kinlock CRM, Schedule, Inbox, Sign, Billing, Proposals
- Content & Marketing — Kinlock Site, Social, Campaigns, Mail, Analytics, SEO
- Ops & Automation — Kinlock Flows, Monitor, Vault
Kinlock Proposals lets you create and send professional client proposals with site audit data built in. Each proposal gets a unique access-code link — when a client clicks it, they see their audit results alongside your service pricing. When they accept, a contract and invoice are automatically created.
- Go to the Proposal Hub and click "New Proposal"
- Fill in the client name, company, email, and service details in the Proposal Builder
- Add site audit findings (issues found, pages reviewed, competitor data)
- Select the appropriate pricing tier
- Click Submit — the automation creates a CRM lead and emails the client their unique link
- A branded page at dashboard.kinlockgroup.com/proposals/view.html?code=XXXX
- Their site audit results — specific issues, scores, and competitor comparison
- Kinlock's proposed services and pricing
- An Accept Proposal button — clicking it triggers the contract and invoice workflow automatically
- A Kinlock Sign contract is sent to the client's email automatically
- A Kinlock Billing invoice is created automatically
- The opportunity in Kinlock CRM moves to Negotiation stage
- You get a notification email confirming the acceptance
- All active proposals are visible in the Proposal Hub
- Each card shows client name, date sent, and proposal code
- Open the link yourself to preview exactly what the client sees
- Follow up after 5 days if no response — a task is created in Kinlock CRM automatically
Google Analytics (GA4) tracks every visit to kinlockgroup.com — where people came from, which pages they viewed, how long they stayed, and whether they filled out a form. It's your proof that marketing efforts are working and your guide for where to improve.
- Users & Sessions — is overall traffic growing?
- Traffic Acquisition — which channels bring the most visitors (organic, social, direct, referral)?
- Landing Pages — which pages do people land on first?
- Conversions — how many form submissions / leads this week vs. last?
- Engagement Rate — are visitors actually reading, or bouncing?
- Use Traffic Acquisition to see if your social posts drove traffic
- Check Conversions to track form submissions from campaigns
- If a prospect says "I found you on Google" — verify it in Acquisition
- Share monthly traffic reports with clients as proof of performance
- Reports → Acquisition → Traffic Acquisition — where visitors come from
- Reports → Engagement → Landing Page — best entry points
- Reports → Engagement → Events — form submits, button clicks
- Explore — build custom reports for clients
- GA4 Property ID: G-F3MVM6QEQM
- Installed via gtag.js in the WordPress theme header
- Don't add a second gtag — it will double-count all events
- Test events in real time: Reports → Realtime → Event Count
Google Search Console shows exactly how your site appears in Google search results — which keywords bring people in, how many times it showed up (impressions), how many people clicked, and your average position. It also flags technical issues that might be hurting your rankings.
- Performance → Search Results — top queries bringing people in
- Clicks & Impressions — is organic reach growing?
- Average Position — are rankings improving over time?
- Coverage → Errors — any pages Google can't index?
- Core Web Vitals — is the site fast enough for Google's standards?
- Impressions — how many times your site appeared in search results
- Clicks — how many times someone actually clicked
- CTR — clicks ÷ impressions. Low CTR = your title/description needs work
- Position — your average rank for a keyword. Position 1–3 is the goal
- Submit the sitemap: kinlockgroup.com/sitemap.xml
- Use URL Inspection to check if a specific page is indexed
- After major site changes, request re-indexing from URL Inspection
- Fix any Coverage errors immediately — they mean Google can't see the page
- Use top queries to understand what prospects are searching for
- High impressions + low clicks = the page title needs to be more compelling
- Share ranking improvements with clients as a deliverable
- Look for keywords in positions 8–15 — small optimizations can move them to page 1
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