Notion-Based Client Onboarding Automation Workflow

We currently manage clients and onboarding in Notion, but a lot of steps are still manual. I’m looking for an experienced automation specialist to:

Optimize our onboarding workflow

Build smart automations around it

Record all structured data into a light CRM and/or Google Sheets/Drive for reporting

The goal is to reduce repetitive work, avoid mistakes, and give the team clear visibility on each client’s status.

Scope of Work

1. Review & optimize our current onboarding process

Review our existing Notion setup (Clients, Tasks, stages like Lead → Onboarding → Active)

Propose the most optimal automation scenarios based on best practices for agencies

Simplify where needed, but keep it scalable

2. Form → CRM / Notion integration

Set up a client onboarding form (Tally / Typeform / Fillout or similar)

On submission, automatically:

Create or update the client in Notion (or chosen CRM)

Store all key client data (contacts, brand info, goals, budget, etc.)

Ensure data is also recorded in Google Sheets / Drive for backup & analysis

3. Onboarding automations

When a new client is created or moved to Onboarding, automatically:

Generate onboarding tasks for the team

Assign tasks to specific roles (account owner, media buyer, designer, copywriter)

Set due dates based on simple rules (e.g. +2 days, +5 days)

When a client moves to Active, automatically:

Create recurring tasks (e.g. monthly report, strategy review, creative refresh)

Optionally send internal notifications (Slack/email)

4. Data structure & simple dashboard

Ensure all client & onboarding data is:

Stored in a clean, structured way in Notion and/or CRM

Mirrored to Google Sheets / Drive

Create simple views/dashboards:

Onboarding in progress

Active clients

Overdue/stuck onboarding

5. External automations (Zapier / Make / similar)

Set up a small number of clear workflows, for example:

New client or status = Onboarding → send kickoff email template

Status = Active → create recurring tasks + internal notification

Document all automations so we can adjust them later.

6. Documentation & handover

Map the architecture of the system (tools + connections)

Document each automation trigger and action

Provide a short Loom/video or written SOP so my team can understand and maintain it

Preferred Tech Stack (Flexible)

We currently use:

Notion (client & project management)

Google Workspace (Drive, Sheets, Gmail)

We are open to:

Zapier, Make, Pabbly, Airtable, lightweight CRM – happy to follow your expert recommendation, as long as it stays lean and cost-effective.