Automated Client Management in Notion Saves 10+ Hours Weekly

An automated client and lead management system, built with Notion and Softr, saves over 10 hours of manual data entry per week.

It automatically links the agency's deliverables and results to the relevant clients' months and displays them within the secure Softr portal.

Problem

The manual process of creating monthly and weekly tracking records for active clients was time-consuming and prone to errors. Linking new leads and closed deals to the correct client and month required even more time and produced even more errors. Each attribution took up to a minute to log.
Each new client required a rigid, manually set dashboard within Notion, where results would also have to be updated manually.

All of that added up to tens of hours of unnecessary work each month and a great deal of frustration.

Solution

An automated system was developed using Notion as the backend database and Softr for the client-facing portal. The solution automates the following tasks:

Automatic Record Creation: On the first of every month, the system automatically generates new monthly and weekly records for all active clients.
Lead and Close Linking: When a new lead or closed deal is recorded, it's automatically linked to the correct client and the needed month.
Client Portal: Clients are given access to a clean, mobile-friendly portal built with Softr, allowing them to view their key metrics and bi-weekly reports securely. The portal is set by the click of a button.

Results

Over 10 hours saved per week that were previously spent on manual data entry and record-keeping.
Clients are able to see the correctly attributed results and reports in their personal, secure, and mobile-friendly portal, which requires one click to set up.

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