Automated client onboarding system with Notion, email & CRM integration

Graceful Client Onboarding Concierge — Pro

A warm, reliable onboarding system for small businesses and studios. Captures a form submission via webhook, creates a Client record in Notion, sends a concierge-style welcome email (with scheduler + optional contract link), optionally pings the owner on Telegram, mirrors the lead to Airtable/HubSpot, places a temporary Google Calendar hold, and includes a double opt-in confirmation link.

Made for: coaches, designers, boutique agencies, e-commerce and service providers who want consistent follow-up without manual busywork.

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What it does (flow)

Trigger: Form ➜ POST /client-intake (or Manual Trigger for instant demo) Normalize & Score: Map fields, auto-generate optInToken, compute score and tier Create in Notion: Clients page (Name, Email, Package, Notes, Status, Score, Tier, OptInToken, Consent=false) Welcome Email: industry-tuned copy + scheduler link (+ contract link for Growth/Pro/Custom packages) Owner Notify (optional): Telegram ping with tier + score CRM Mirrors (optional): Create Airtable row and/or HubSpot contact Calendar Hold (optional): 30-min “Intro Hold” event (e.g., now + 48h) Double Opt-In: /optin-confirm?token=...&email=... sets Consent=true & Status=Confirmed in Notion Error Handling: On failure, send an email to the owner

mermaid flowchart TD A[Form → Webhook /client-intake] --> B[Map Intake + Score Lead] B --> C[Notion: Create Client] B --> D[Build Welcome Email] D --> E[Email: Send Welcome] D --> F{Optional actions} F -->|Telegram| G[Telegram: Notify Owner] F -->|Airtable| H[Airtable: Create Row] F -->|HubSpot| I[HubSpot: Create Contact] F -->|Calendar Hold| J[Google Calendar: Create Hold] K[GET /optin-confirm] --> L[Find Notion by OptInToken] --> M[Update: Consent=true, Status=Confirmed] ER[Error Trigger] --> EH[Email Owner]

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