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Tech Stack Provisioning Guide: Thinkific & Zapier

1. Executive Summary​

This document outlines the step-by-step process for provisioning and initial configuration of Thinkific and Zapier accounts. These tools are critical for our course delivery and automation infrastructure.

2. Thinkific Setup​

A. Account Creation & Initial Setup​

  • Sign Up: Go to Thinkific.com and sign up for the chosen plan (Basic or Pro, as per LMS_Infrastructure.md).
  • Basic Information: Complete initial setup questions (site name, admin email).
  • Site Name & URL:
    • Set initial Thinkific URL (e.g., thetechdeputies.thinkific.com).
    • Crucial: Configure custom domain: academy.thetechdeputies.com
      • Log in to your domain registrar (e.g., GoDaddy, Namecheap).
      • Create a CNAME record: Host: academy, Points to: your-thinkific-subdomain.thinkific.com.
      • Verify CNAME in Thinkific settings (usually under Settings > Site Footer & Code).
  • Brand Settings:
    • Apply branding from Planning/02_Marketing/Brand_Identity_and_Voice.md.
    • Upload Logo.
    • Set primary and accent colors.
    • Select appropriate font pairings.
  • Payment Gateway:
    • Connect Stripe or PayPal (or both) under Settings > Payments. Ensure correct currency is set.
  • User Roles:
    • Add relevant team members with appropriate roles as defined in Planning/06_Administration/IT_and_Access_Control.md.
      • Founder: Site Owner
      • Ops Lead: Site Admin
      • Content Team: Course Creator

B. Security & Integrations​

  • API Key & Secret:
    • Navigate to Settings > API & Webhooks.
    • Generate and secure your Thinkific API Key and API Secret. These are essential for Zapier integration.
    • Store securely in password manager (1Password/Bitwarden). Do NOT store in plain text files.
  • Webhooks:
    • Identify key webhooks for Zapier (e.g., "Enrollment Created," "Course Completed").
    • These will be configured within Zapier to listen for Thinkific events.
  • MFA/2FA:
    • Enable Multi-Factor Authentication for all Thinkific admin users.

3. Zapier Setup​

A. Account Creation & Initial Setup​

  • Sign Up: Go to Zapier.com and sign up for the chosen plan (Starter or higher, as per LMS_Infrastructure.md).
  • Team Account: If multiple users will manage Zaps, set up a Team Account.
  • Permissions: Assign Zapier roles as defined in Planning/06_Administration/IT_and_Access_Control.md.
    • Founder: Owner
    • Ops Lead: Admin
    • Others: No direct access unless specific automation management is required.

B. Core Connections​

  • Connect Apps: Connect the following apps to Zapier:
    • Thinkific (using the API Key & Secret obtained above).
    • HubSpot.
    • Gmail/Microsoft 365 (for automated emails).
    • Microsoft Planner/Teams (for task creation/notifications).

C. Initial Zap Configuration (Example: HubSpot to Thinkific Enrollment)​

  • New Zap: Create a new Zap.
  • Trigger: HubSpot > New Deal in Stage (select "Closed Won" stage).
  • Action 1 (Thinkific): Find User (by email from HubSpot Deal Contact).
  • Action 2 (Thinkific - Conditional): If User not found, Create User.
  • Action 3 (Thinkific): Enroll User in Course (map Thinkific Course ID to a custom field in HubSpot Deal for the purchased course/bundle).
  • Action 4 (Gmail/M365): Send Email (Welcome email with Thinkific login details).
  • Test & Publish: Thoroughly test the Zap and then turn it "On."

4. Maintenance & Governance (System 06 Responsibility)​

  • Regular Audits: Quarterly review of Zaps to ensure they are still running correctly and relevant.
  • Security: Ensure API keys and tokens for connected apps are updated if expired or compromised.
  • Documentation: All Zaps should be clearly named and described within Zapier. Critical Zaps should be documented in Planning/06_Administration/Zapier_Automation_Overview.md (to be created).

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