Technical handover / System map · LeadLift

The Onboarding System 3 walkthroughs · 1 flow

This system takes a new client from their first payment on Whop to onboarded. Three walkthroughs explain it. Start with the prerequisites.

People Access, sharing and permissions For AI Point Claude here
System
Onboarding
Pieces
3 walkthroughs
Platforms
Whop · Modal · Make · Slack
Built by
Icarus Growth

How the whole thing fits together

A client pays for an onboarding product on Whop. LeadLift's server then makes the client record, a private Slack channel and the Drive folders. It adds the client to Skool and emails them their own onboarding form link.

The client fills in the form and books the onboarding call. After the call, a person on the team closes the onboarding in the LeadLift OS app.

Step 0 · Whop + MakePrerequisitesSet these up first
pays
Step 1 · Code + MakePayment to onboarding startedRecord, channel, folder, email
then
PendingContractBy hand for now Step 2 · CodeOnboarding form to onboardedForm, call, close
footage
Next systemEditing PipelineThe client uploads footage
How to read this map: a solid box has a walkthrough. Click it to open its page. The dashed Contract box is done by hand today, and it has no page yet. The contract runs next to the form. It does not hold the form back. The last box is a different system.
What is not built or not proven yet (as of 12 Oct)
• No real payment has gone through onboarding. Every run so far was a test.
• A person drafts and sends the contract by hand. Sheni makes the contract template first. Then the Contract page gets its walkthrough.
• The client knowledge bank steps have no automation yet.
• 19 real clients have no email on their record. A repeat payment from one of them can make a duplicate client. Fill in their emails.

The three walkthroughs

Read them in this order. Each page has a video, a short summary, a list of the parts, and a table of what you can change safely.

Unit 03 · Whop + Make
Prerequisites: Whop products and Make
The product name that starts onboarding, and the three Make automations to leave alone.
Unit 01 · Code + Make
Payment to onboarding started
What one payment makes: the record, the channel, the folders, Skool and the welcome email.
Unit 02 · Code
Onboarding form to onboarded
The form, what it posts in Slack, the steps you tick in the app, and the close.

Two other systems have their own pages. The Editing Pipeline starts when the client uploads footage. The OS walkthrough shows the app and the Slack channels.

Access, sharing and permissions

This section tells you who can open each part of the system. It also tells you how to add a person and how to remove a person. Keep it up to date when your team changes.

Who can get in today

Name and roleWhat they can openHow they get in
Fidel Guajardo
Founder		The LeadLift OS app. He is the admin or owner of Slack, Make, Whop, Skool and Modal. He owns every client folder in Google Drive. He has the only Claude connector link today.A code by email for the app. His own logins for the other tools.
Paulo
Client success manager		The app, Slack and the client folders in Google Drive, with edit rights.A code by email for the app.
Sterlin Phillips
Head of Media Buying		The app, Slack and the client folders in Google Drive, with edit rights.A code by email. His row on the Team page has no Slack id yet. So the system cannot tag him or add him to new client channels.
Chris Brown
Media Buyer		The app, Slack and the client folders in Google Drive, with edit rights.A code by email for the app.
João Marcos Cascione
Media Buyer		The app, Slack and the client folders in Google Drive, with edit rights.A code by email for the app.
Icarus Growth
Sheni Salami, builder and support		The app, with 2 addresses on the sign-in list. The code on GitHub, as admin. Make, with an admin seat and an API key. The server deploys. Each client folder that onboarding makes, with edit rights. Each new client channel, as the person who gets the onboarding alerts.A code by email for the app. Icarus Growth and LeadLift agree when this access ends.

The app lets in two kinds of person. The first is an Active person on the Team page who has an email. The second is an address on the sign-in allow list. Today that list holds only Icarus Growth's 2 addresses. As of 11 Oct, no LeadLift person has signed in yet. Each person signs in once to prove that the code email arrives.

Add a new team member

  1. In the app, open the Team page and add the person.
  2. Fill in their name, email, job title, Slack id and client limit. Set the status to Active.
  3. Ask the person to open the app, type that email and enter the code from the email.
  4. Invite the person to LeadLift's Slack workspace and to the team channels that they need.
  5. Add them by hand to the client channels that exist already. New client channels invite every Active person who has a Slack id.
  6. Ask Fidel to share the Clients folder in Google Drive with them, with edit rights.
  7. If they need the Claude connector, ask for a personal link for them, as admin or member.

Remove a person

  1. On the Team page, set the person to Inactive. They cannot sign in, and their connector link stops within 60 seconds.
  2. Remove the person from LeadLift's Slack workspace.
  3. In Google Drive, remove the person from the Clients folder.
  4. Remove them from each client folder that has them by name. Drive does not do this by itself.
  5. If the person had access to the code on GitHub, remove it.

Shared links and portals

Shared itemWho gets itHow to stop it
The client's private Slack channelThe paying client gets a Slack Connect invite by email. It runs out after 14 days. The people that the client lists on the form get an invite too, 10 at most.Remove the person from the channel in Slack. Do not archive or delete the channel, and keep the bot in it. The system posts there, and #sentry tells you when a post fails. A new channel name is safe.
The client's Raw Footage folderAnyone with the link can add and change files. Clients can then upload with no Google account. Sheni chose this on 11 Oct. The link is a bookmark in the client channel.Fidel changes the folder's sharing in Google Drive. Tell Icarus Growth first: after the change, the client cannot upload.
The client folderThe client's paying email and form email can view it. They can edit Raw Footage and Lead Sheet. Every Active team member and every Icarus Growth address can edit all of it.Fidel removes the person in Google Drive.
The other folders in a client folderAnyone with the link can view them. Each client folder takes this from the Clients folder in Drive.Change the sharing of the Clients folder in Drive.
The onboarding form linkIt is in the welcome email. Each client has one link. It saves each page, so two people can fill it in.After Submit, the link only shows that the client sent the form.
The Skool inviteThe paying client, to Fidel's Skool group.Fidel removes the member in Skool.
The ad review linkThe client channel gets it at Client Review. It opens one batch of ads with no sign-in. The Editing Pipeline pages explain it.The link works only while that card waits for the client.
This documentation siteAnyone with the address can read it. It holds no key, password or connector link.Ask Icarus Growth to take it down.

Claude connector

The connector lets Claude read the boards, the clients, the team and the calls. For an admin, it also makes changes that the person approves, for example a new script or a card move.

RoleWhat it can do
AdminReads everything that the app shows. Makes a change only after the person approves it. The log records each change under that person.
MemberReads only.

Only Fidel has a link today. Icarus Growth makes each link and gives it to one person. After handover, the named owner makes them. The link shows one time only.

  1. Open Claude and go to Settings, then Connectors.
  2. Choose Add custom connector.
  3. Name it LeadLift OS.
  4. Paste your personal link and save.
The link is personal, like a password. Anyone who has it acts as you. Never put it in a channel, a document or a screenshot. To stop a link, set the person to Inactive on the Team page. It stops within 60 seconds. A developer can also replace the link.

The code

The code is in a private GitHub repository, Icarus-Growth/leadlift-os. Icarus Growth owns it today: Sheni is admin, and 3 Icarus Growth developers can read it. LeadLift receives the code at handover. The change guide in the code has no named owner yet. LeadLift and Icarus Growth write that name in before handover.

  1. LeadLift makes or chooses a GitHub account or organisation.
  2. Icarus Growth transfers the repository. Its history stays.
  3. The server already runs in Fidel's Modal workspace. Give the named owner a deploy login.
  4. Check that the checks (lint and tests) run with no secrets.
  5. Write the owner's name and email in the change guide.
  6. Each person who installed the Claude Code plugin installs it again from the new address.

Accounts and who owns each login

ToolWhat it does hereWho owns the login
ModalRuns the server, every web address and every schedule.Fidel's workspace. Icarus Growth runs the deploys today.
SupabaseThe database and the sign-in.Not confirmed yet. Icarus Growth confirms it before handover.
CloudflareHosts the app and the onboarding form.Not confirmed yet. Icarus Growth holds a release key.
GoDaddyThe leadliftagency.co web addresses.Not confirmed yet.
ResendSends the sign-in codes and the welcome email.Not confirmed yet.
MakeThe Google Drive work, Fidel's welcome message, the footage scan and the footage moves.Fidel's account, on the Core plan: 10,000 operations a month. Icarus Growth edits with an API key. Sheni has an admin seat.
Google DriveEvery client folder and all footage.Fidel's Google account. Make's Drive connection needs a new sign-in before 11 Apr 2027.
SlackEvery message and button.Fidel is the workspace admin. Icarus Growth set up LeadLift's Slack app.
WhopTakes the payment that starts onboarding.Fidel, as admin.
SkoolAdds the client to the group.Fidel, as group admin.
FathomRecords calls and sends them to the server.LeadLift's Fathom account.
OpenRouterThe AI step that matches a call or a form to a client.LeadLift's own account. LeadLift pays (checked 12 Oct).
PandaDocThe contract. The automation for it is not built yet.A LeadLift company login, connected in Make.
GitHubHolds the code.Icarus Growth today. It moves to LeadLift at handover.

The server keeps its keys in its own secret store. This page shows no key and no password.

Sheni Salami
icarusgrowth.com