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. --- 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 --- Prerequisites Notion database Clients with properties: Name (title), Email (email), Package (select), Notes (rich text), Status (select), Score (number), Tier (select), OptInToken (text), Consent (checkbox) (CSV header provided in the Sticky note on canvas.) Email (SMTP or Gmail OAuth) Optional: Telegram Bot + Chat ID, Airtable (Base ID + Table), HubSpot (Contacts), Google Calendar (Calendar ID) --- Configuration (Set these in Set: User Config) Credentials: Attach in node credentials panels (no secrets in JSON). --- How to use 1. Import the workflow JSON. 2. Open Set: User Config and fill required values (see above). 3. Attach credentials: Notion + Email; optional Telegram/Airtable/HubSpot/Google Calendar. 4. Run Manual Trigger to simulate an intake and verify: Notion page created Welcome email received Optional Telegram/CRM/Calendar actions 5. Switch your form to the Production Webhook URL shown in the Client Intake Webhook node. Sample JSON (for testing the live webhook): Double opt-in: The welcome email includes a link like Clicking it sets Consent=true and Status=Confirmed on the Notion record. --- Industry-tuned welcome copy Set INDUSTRY to control phrasing automatically: coaching – gentle goals/blocks framing designstudio – asset handoff + milestone language ecommerce – store link + quick-win focus services – general service language --- Submission compliance ✅ Manual Trigger path for instant demo ✅ Markdown sticky notes with clear H2 sections (README, Prereqs + CSV, Setup, Testing, Compliance, Changelog) ✅ No hardcoded API keys (credentials only) ✅ Timezone-safe ISO times for calendar hold ✅ Clear placeholders and copy-paste CSV headers included --- Troubleshooting (quick) No email: attach Email creds; ensure FROMEMAIL is allowed by your provider. No Notion page: verify NOTIONDBID and property names; check Notion permissions. Webhook issues: ensure your form sends JSON; adapt mapping for form-encoded payloads. Opt-in link fails: BASEURL must be your public n8n domain; workflow must be active. Calendar hold not created: set ENABLECALHOLD=true, attach Google Calendar creds, confirm CALENDARID. --- Tags: onboarding, notion, email, crm, telegram, airtable, hubspot, calendar, double-opt-in, small business, concierge, women-led brands Version: v3 (see Changelog sticky on canvas)