Automated Beta Testing System for VIVAHAB
Budget: $30 – $250 USD
I’m looking for a freelancer to set up a fully automated beta testing management system for my project test. The system must run smoothly without manual babysitting and centralize everything in Notion, with automations handled by Make, scheduling via LemCall, and call logging via OpenPhone.
Core Deliverables
Tester CRM (Notion)
Fields: Name, Email (hidden), Phone (hidden), Health Tags, Assigned Diet Coach, Assigned Mental Coach, Assigned Physician (if needed), Sessions Completed, Next Session, Feedback Score, Engagement Level, Upsell Status.
Manual assignment: I (admin) will select which freelancer is assigned (Diet Coach, Mental Coach, or Physician in special cases). Automation must use these assigned fields.
Freelancer Database (Notion)
Fields: Name, Expertise (Nutritionist, Dietitian, Mental Coach, Physician), Availability (calendar link), Assigned Testers, Average Rating, Total Sessions, Session Notes, Contract Status, Onboarding Date.
Must support freelancer hour tracking via rollups + export for payouts.
Sign-Up & Booking Automation
Tester fills form (Google Form or Typeform).
Form includes: Health Questions + Timezone dropdown (all U.S. zones + Central Africa Time).
Data flows into Notion automatically.
Make routes based on my manual assignment fields and sends correct LemCall booking links.
LemCall handles booking, reminders, rescheduling, and syncing to Google Calendar.
Session Tracking & Feedback
All sessions logged in a Session Database in Notion.
OpenPhone integration: Call logs + transcriptions automatically linked to correct tester and freelancer record.
Week 4 → automated feedback form sent (Google Form/Typeform). Results synced into Notion.
Engagement & Upsell Tagging
Automated tagging rules inside Notion:
High Engagement → Completed 3+ sessions with avg. rating ≥4 → Tag for Premium Upsell.
Needs Follow-up → No session in 14+ days → Trigger re-engagement email.
Premium Potential → Tester expressed interest in extras → Tag for custom upsell.
Inactive → No response after 3 reminders → Tag for special discount offer.
Admin Dashboard (Notion views)
Upcoming Sessions (calendar view).
Feedback Overview (sorted by rating).
Overdue Follow-Ups.
Freelancer Performance (sessions + ratings).
Engagement Overview (grouped by tag).
Key Rules
If Special Health Issue = Yes → I’ll assign a Physician (manual).
Else → Nutritionist + Mental Coach (manual assignment).
Sensitive data (tester email/phone) must stay masked from freelancers.
System must log freelancer hours (auto from session length) for payout tracking.
Provide a Loom walkthrough showing exactly how signup → assignment → booking → session → feedback → tagging works.
Tools in Scope
Notion (main hub)
Make (Integromat) for workflow automation
LemCall for bookings (team calendars, round robin not needed — we use admin assignment)
OpenPhone for call logs + transcription
Google Calendar (via LemCall integration)
Core Deliverables
Tester CRM (Notion)
Fields: Name, Email (hidden), Phone (hidden), Health Tags, Assigned Diet Coach, Assigned Mental Coach, Assigned Physician (if needed), Sessions Completed, Next Session, Feedback Score, Engagement Level, Upsell Status.
Manual assignment: I (admin) will select which freelancer is assigned (Diet Coach, Mental Coach, or Physician in special cases). Automation must use these assigned fields.
Freelancer Database (Notion)
Fields: Name, Expertise (Nutritionist, Dietitian, Mental Coach, Physician), Availability (calendar link), Assigned Testers, Average Rating, Total Sessions, Session Notes, Contract Status, Onboarding Date.
Must support freelancer hour tracking via rollups + export for payouts.
Sign-Up & Booking Automation
Tester fills form (Google Form or Typeform).
Form includes: Health Questions + Timezone dropdown (all U.S. zones + Central Africa Time).
Data flows into Notion automatically.
Make routes based on my manual assignment fields and sends correct LemCall booking links.
LemCall handles booking, reminders, rescheduling, and syncing to Google Calendar.
Session Tracking & Feedback
All sessions logged in a Session Database in Notion.
OpenPhone integration: Call logs + transcriptions automatically linked to correct tester and freelancer record.
Week 4 → automated feedback form sent (Google Form/Typeform). Results synced into Notion.
Engagement & Upsell Tagging
Automated tagging rules inside Notion:
High Engagement → Completed 3+ sessions with avg. rating ≥4 → Tag for Premium Upsell.
Needs Follow-up → No session in 14+ days → Trigger re-engagement email.
Premium Potential → Tester expressed interest in extras → Tag for custom upsell.
Inactive → No response after 3 reminders → Tag for special discount offer.
Admin Dashboard (Notion views)
Upcoming Sessions (calendar view).
Feedback Overview (sorted by rating).
Overdue Follow-Ups.
Freelancer Performance (sessions + ratings).
Engagement Overview (grouped by tag).
Key Rules
If Special Health Issue = Yes → I’ll assign a Physician (manual).
Else → Nutritionist + Mental Coach (manual assignment).
Sensitive data (tester email/phone) must stay masked from freelancers.
System must log freelancer hours (auto from session length) for payout tracking.
Provide a Loom walkthrough showing exactly how signup → assignment → booking → session → feedback → tagging works.
Tools in Scope
Notion (main hub)
Make (Integromat) for workflow automation
LemCall for bookings (team calendars, round robin not needed — we use admin assignment)
OpenPhone for call logs + transcription
Google Calendar (via LemCall integration)