System Map

How every tool, platform, and automation connects across The Creative Hotline

Last updated: March 20, 2026

Live & Connected
Partial / Needs Work
Blocked / Down
Pending Setup
Planned / Future

Who Does What

Clear ownership of every part of the system between Jake and Megha.

Jake Goble

Tech / Systems / Automation / AI Ops

Owns & Operates

  • n8n workflows (9+ automations)
  • Twilio / SMS / WhatsApp configuration
  • SendGrid email delivery infrastructure
  • Notion databases (Payments, Intake, Messaging, CRM)
  • Monday.com board management & automation sync
  • Fireflies API + transcript pipeline
  • Tally form configuration & branding
  • Webflow site publishing & technical SEO
  • Stripe products, pricing, coupons
  • Claude AI orchestration (Cowork, scheduled tasks, skills)
  • Command Center dashboard
  • DNS / domain management (GoDaddy)

Megha Kraft

Creative Direction / Workshop Delivery / Brand Strategy

Owns & Operates

  • Workshop delivery (3 calls/day, 45 min each)
  • Workshop prep templates (6 HTML templates + 2 tools)
  • Creative direction & brand voice (Frankie persona)
  • Content strategy & creation (Instagram, brand posts)
  • Client relationship & creative consulting
  • Monday.com content idea bank
  • Instagram accounts (@creative.hotline, @soscreativehotline)
  • Meta Business Suite / ad creative
  • Claude AI (her own instance — CH brain)
  • Google Drive master folder (templates, brand assets)
  • Tropical Trash brand (separate)

The Client Journey

Every touchpoint from first discovery to post-workshop follow-up, showing which systems handle each step.

1

Discovery

Client finds Creative Hotline through social media, ads, or word of mouth

Instagram→Meta Ads→ManyChat→Webflow site
2

SMS / Text Lead

Client texts SOS-IDEA and gets auto-routed into the system

Client texts SOS-IDEA→Twilio (+14137674332)→n8n Inbound Handler→Notion Messaging Contacts
3

Booking

Client books a 45-min workshop call and pays $499 via Stripe

Webflow “Book a Call”→Calendly→Stripe ($499)→n8n Stripe webhook→Notion Payments DB
4

Intake

Client fills out a 15-question form — Claude AI analyzes it and creates an action plan

Tally intake form→n8n Tally webhook→Claude AI (analysis)→Notion Intake DB
5

Night Before

Automated Frankie email preps the client for tomorrow’s workshop call

n8n Schedule (7 PM)→Query Notion→Build Frankie email→SendGrid→Client inbox
6

Workshop Call

Megha delivers the live workshop — Fireflies records and transcribes everything

Google Meet / Calendly→Fireflies records + transcribes→Megha delivers workshop
7

Post-Call Automation

Transcript gets pulled, Claude generates a deliverable, both Jake and Megha get notified

Fireflies webhook→n8n pulls transcript→Claude + Master Brain→Deliverable to Notion→Notify M + J
8

Follow-Up Engine

Automated 90-day nurture sequence — SMS, action plans, Frankie check-ins, NPS survey

Day 2: SMS check-in (Twilio)→Day 3: Action plan (SendGrid)→Day 7–90: Frankie emails

All Systems \u2014 Status & Connections

Every tool in the stack, its current status, what it connects to, and what needs attention.

Notion (Jake's workspace)

Live

Central database & documentation hub

Key DBs: Payments, Intake, Messaging Contacts, Client CRM, Session Dashboard

Pages: CH HQ, System State, Scope of Work, Workshop Build Specs, Follow-Up Engine

Owner: Jake

Connected to

n8n (API)Claude / Cowork (MCP)Stripe (via n8n)Tally (via n8n)Twilio (via n8n)

n8n (creativehotline.app.n8n.cloud)

Live

Automation engine \u2014 connects everything, runs all workflows

Active workflows: Inbound SMS, CRM Sync, SMS Drip, SMS Broadcast, Email Campaign, Follow-Up 1-4, Follow-Up 5-10, Fireflies Pipeline

Credentials: SendGrid, Twilio, Notion, SMTP, Anthropic, Stripe, Header Auth

Owner: Jake

Connected to

TwilioSendGridNotionStripeClaude APITallyFireflies

Stripe

Live

Payment processing \u2014 workshop purchases, future product sales

Products: Workshop call ($499)

Coupons: FRIEND100 ($100 off), FRIENDPRICE ($200 off), HOTLINEFAM ($200 off)

Webhook: Fires to n8n on payment → creates Notion Payments DB entry

Connected to

n8n (webhook)Notion Payments DB (via n8n)Calendly (payment gate)

SendGrid

Live

Transactional + marketing email delivery

Domain auth: Verified (em6195.thecreativehotline.com)

Sender: hello@thecreativehotline.com — verified

Reputation: 100% | Emails sent: 0 (pre-launch)

Trial expires: May 15, 2026

Connected to

n8n (API key)GoDaddy DNS (domain auth)

Twilio

Partial

SMS/MMS messaging + future WhatsApp

Primary: +1 (413) 767-4332 (SOS-IDEA)

Spare: +1 (447) 244-4332 (BIG-IDEA) — not in use

A2P 10DLC: Campaign submitted March 16, status In progress

WhatsApp: WABA created but phone not linked to Twilio

Connected to

n8n (webhook + API)Notion (via n8n)
⚠ A2P 10DLC approval pending. WhatsApp sender needs manual setup.

Calendly

Live

Workshop booking \u2014 clients schedule their 45-min call

Event: Creative Hotline Call

URL: calendly.com/soscreativehotline/creative-hotline-call

Connected to

Webflow (booking link)Stripe (payment gate)Google Calendar

Fireflies.ai

Live

Meeting recording, transcription, AI summaries

Plan: PRO (jake@radanimal.co)

MCP: Connected to Cowork — pull transcripts, summaries, search

Pipeline: n8n transcript pipeline built & published

Connected to

Claude / Cowork (MCP — live)Google Meet (auto-join)n8n (pipeline — live)

Webflow (thecreativehotline.com)

Partial

Public-facing website \u2014 marketing, booking funnel entry point

Live pages: Home (password-protected), Contact, Privacy, Terms

Tracking: Meta Pixel, GA4, GTM, LinkedIn Insight all installed

Connected to

Calendly (booking link)Meta Pixel (tracking)Google Analytics
⚠ Site is password-protected (pre-launch). Remove password when ready.

Tally (Intake Forms)

Partial

Client intake form \u2014 collects business info, goals, budget, team size

Questions: 15 questions (Q1-Q9 original + Q10-Q15 from Megha)

Webhook: Fires to n8n → Claude analyzes → Notion Intake DB

Connected to

n8n (webhook)Claude API (via n8n)Notion Intake DB (via n8n)
⚠ Needs TCH branding. Waiting on Megha's brand guide.

Instagram

Partial

Primary marketing channel \u2014 brand presence, content, DM leads

Accounts: @creative.hotline (main), @soscreativehotline

Content: Megha creating via Claude → Monday idea bank

Connected to

Meta Business SuiteMonday.com (idea bank)ManyChat (DM automation)
⚠ Content automation pipeline (Monday \u2192 Later \u2192 auto-post) not connected.

Meta Business Suite

Partial

Ad management, business verification, WhatsApp Business Account

Business ID: 1127242149449917

WABA: Created but phone link incomplete

Meta Pixel: Installed on Webflow

Connected to

InstagramWebflow (pixel)Twilio (WhatsApp — incomplete)

Monday.com

Live

Project management \u2014 tasks, timelines, content planning

Boards: Brand Launch Plan, TCH Action Plan, Creative Ad Strategy

Content: Megha stores ideas → scheduled Claude task pulls

Connected to

Claude / Cowork (MCP)Instagram content pipeline (planned)

Google Drive (Megha's)

Pending

Templates, brand assets, handover docs

Coming: Master Workshop folder with 5 subfolders

Will connect to

Claude / Cowork (nightly scan)Notion (manual sync)
⚠ Megha is moving files to Drive. Once shared, Jake creates nightly scan.

ManyChat

Live

Instagram DM automation \u2014 auto-reply, lead capture

Status: Configured and connected to Instagram

Use case: Auto-respond DMs with booking link or FAQ

Connected to

InstagramWebflow (booking link)Calendly

Command Center

Live

Real-time ops dashboard \u2014 single source of truth

Stack: Next.js + Tailwind on Vercel

Data sources: Notion, Monday, Stripe, Fireflies, n8n, Meta, Calendly

Connected to

All 15 systemsClaude API (intelligence layer)