Graceful Client Onboarding Concierge — Pro
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 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] 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) NOTION_DB_ID = your Notion Clients DB ID FROM_EMAIL = sender address for welcome email OWNER_EMAIL = where error notifications go SCHEDULER_URL = booking link (Calendly, Once, etc.) BASE_URL = your public n8n domain (for opt-in link) CONTRACT_BASE_URL = (optional) proposal/contract URL base ENABLE_TELEGRAM = true|false TELEGRAM_CHAT_ID = (if enabled) ENABLE_AIRTABLE = true|false AIRTABLE_BASE_ID = (if enabled) AIRTABLE_TABLE = (if enabled) ENABLE_HUBSPOT = true|false ENABLE_CAL_HOLD = true|false CALENDAR_ID = "primary" or calendar ID HOLD_HOURS_FROM_NOW = number of hours (default 48) INDUSTRY = coaching | design_studio | ecommerce | services Credentials: Attach in node credentials panels (no secrets in JSON). How to use Import the workflow JSON. Open Set: User Config and fill required values (see above). Attach credentials: Notion + Email; optional Telegram/Airtable/HubSpot/Google Calendar. Run Manual Trigger to simulate an intake and verify: Notion page created Welcome email received Optional Telegram/CRM/Calendar actions Switch your form to the Production Webhook URL shown in the Client Intake Webhook node. Sample JSON (for testing the live webhook): {"name":"Ava Laurent","email":"ava@example.com","package":"Growth","message":"Excited to begin!"} Double opt-in: The welcome email includes a link like https://YOUR-N8N-DOMAIN/webhook/optin-confirm?token=...&email=... 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 design_studio – 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 FROM_EMAIL is allowed by your provider. No Notion page:** verify NOTION_DB_ID and property names; check Notion permissions. Webhook issues:* ensure your form sends *JSON**; adapt mapping for form-encoded payloads. Opt-in link fails:** BASE_URL must be your public n8n domain; workflow must be active. Calendar hold not created:** set ENABLE_CAL_HOLD=true, attach Google Calendar creds, confirm CALENDAR_ID. 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). An n8n automation workflow template by Shelly-Ann Davy.
Shelly-Ann Davy
web
paid
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