Build & finalize A Beta Testing Management System

We already built the Notion database structure (Testers DB, Freelancers DB, Sessions DB, Freelancer Portal).
Now I need a pro to:

Verify my setup (check all properties, relations, rollups, formulas).

Fix any mistakes and ensure privacy rules are correct.

Integrate automation flows (via Make, LemCall, OpenPhone, Google Forms).

Run a dummy test with sample testers & freelancers to confirm the system works end-to-end.

System Scope (already designed)
1. Notion Setup (already created, needs verification & cleanup)

Testers DB

Fields: First Name (title), Last Name (hidden), Email (hidden), Phone (hidden), Timezone, Special Health Issue (Yes/No), Shipping Address (hidden), Assigned Diet Coach, Backup Diet Coach, Assigned Mental Coach, Backup Mental Coach, Sessions (relation), Sessions Completed (rollup), Next Session (rollup), Feedback Avg (rollup), Engagement Tag (Select: High/Follow-up/Premium/Inactive), Signup Date, Scale Shipped (checkbox), Scale Shipped Date (date), Kickoff Sent (checkbox).

Freelancers DB

Fields: Name (title), Role (Nutritionist/Dietitian/Mental Coach), Email (internal), Phone (internal), Assigned Testers (relations), Backup Testers (relations), Sessions Led (relation), Total Sessions (rollup), Average Rating (rollup), Onboarding Date, Notes.

Sessions DB

Fields: Session Title, Tester (relation), Freelancer (relation), Start Time, End Time, Status (Planned/Completed/No-show), Completed? (formula), Feedback Score (number), Is Upcoming? (formula), Is Due Soon? (formula).

Freelancer Portal (linked views)

Linked Testers DB (filtered by assignment, hides Email/Phone/Address/Last Name).

Linked Sessions DB (filtered by assigned Freelancer).

Duplicate views per freelancer for privacy.

2. Automation Flows (via Make)

Signup Form → Notion

Google Form (Name, Email, Phone, Health Qs, Timezone, Shipping Address).

Auto-create tester in Notion with data.

Shipping Confirmation

Admin manually checks “Scale Shipped” + sets Scale Shipped Date.

Automation waits 5 days → sends Week 1 Kickoff email.

Session Scheduling & Reminders

LemCall booking links sent in emails (Week 1, Week 2, Week 3).

Reminders triggered from Sessions DB (using Is Upcoming? / Is Due Soon?).

Call Logs

OpenPhone integration → logs & transcriptions attached to tester session in Notion.

Feedback & Engagement Tagging

Week 4 → automatic survey link sent.

Feedback auto-updates Engagement Tag (High / Needs Follow-up / Premium / Inactive).

3. Testing Requirement

Before handover, freelancer must:

Create dummy data (2 testers, 2 freelancers, 4 sessions).

Run through full flow:

Signup → Shipped → Kickoff email → Booking → Session → Feedback → Engagement Tag.

Confirm that all relations, rollups, formulas, filters work correctly.

Confirm privacy: freelancers only see their own testers & sessions.

Deliverables

Working, tested Vivahab Beta Ops Hub (Notion + Automations).

Documentation (short Loom walkthrough of system).

List of any small manual steps needed (ex: scale shipping).

Freelancer must record a short Loom (max 10 min) walking through the system setup, explaining how data flows and privacy is enforced