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 mermaid 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) NOTIONDBID = 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) CONTRACTBASEURL = (optional) proposal/contract URL base ENABLE_TELEGRAM = true|false TELEGRAMCHATID = (if enabled) ENABLE_AIRTABLE = true|false AIRTABLEBASEID = (if enabled) AIRTABLE_TABLE = (if enabled) ENABLE_HUBSPOT = true|false ENABLECALHOLD = true|false CALENDAR_ID = "primary" or calendar ID HOLDHOURSFROM_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): json {"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 NOTIONDBID 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 ENABLECALHOLD=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)
By Shelly-Ann DavyAutomate beta tester verification & onboarding with Trello, Gmail and QR codes
Verified Beta Tester Access Kit - Automated Onboarding System Transform Your Beta Testing Program Automate your entire beta tester onboarding process from signup to tracking with this comprehensive, production-ready n8n workflow. --- 📚 CATEGORY TAGS Primary Category: ✅ Marketing & Sales Additional Tags: Automation Email Marketing User Management Onboarding SaaS Product Launch Beta Testing Access Control What This Workflow Does When a beta tester signs up through your form or API, this workflow automatically: ✅ Verifies Email Authenticity - Uses VerifiEmail API to validate addresses and block disposable emails ✅ Generates Unique Access Codes - Creates secure BETA-XXXXXX codes with timestamps ✅ Creates QR Codes - Generates scannable codes for quick mobile activation ✅ Builds Branded Access Cards - Produces professional HTML/CSS cards with tester details ✅ Converts to Images - Transforms cards into shareable PNGs ✅ Sends Welcome Emails - Delivers beautifully formatted emails via Gmail ✅ Logs in Trello - Creates organized tracking cards automatically ✅ Returns API Responses - Sends success/error responses with complete data Complete execution time: 5-10 seconds per signup --- Perfect For 🚀 SaaS startups launching beta programs 📱 Mobile app developers managing beta testers 🎮 Game studios running closed beta tests 🏢 Enterprise teams controlling early access 💼 Product managers organizing user testing 🔬 Research projects managing participants --- Key Features Security First Real-time email validation Blocks disposable email addresses Unique, non-guessable access codes Webhook authentication ready Professional Branding Customizable HTML/CSS templates Embedded QR codes Responsive email design High-quality PNG generation Team Collaboration Automatic Trello card creation Organized tracking boards Checklist items for follow-ups Easy team assignments Production Ready Comprehensive error handling Detailed logging Scalable architecture Easy integration --- What You'll Need Required API Keys (All Have Free Tiers): VerifiEmail - Email verification at https://verifi.email HTMLCSSToImage - Image generation at https://htmlcsstoimg.com Gmail Account - Email delivery Trello Account - Project tracking at https://trello.com/app-key --- Workflow Steps Webhook receives POST request with tester data VerifiEmail validates email authenticity Conditional logic routes valid/invalid emails Function generates unique BETA-XXXXXX access codes HTTP Request creates QR code image Set node stores QR code URL HTMLCSSToImage converts access card to PNG Gmail sends branded welcome email with kit Trello creates tracking card in board Webhook responds with success/error status --- Sample Request POST to webhook: json { "tester_name": "Aarav Mehta", "tester_email": "aarav@example.com", "product_name": "YourApp v1.0", "signup_date": "2025-11-05" } Success Response (200): json { "status": "success", "message": "Beta tester verified and access kit delivered", "data": { "tester_name": "Aarav Mehta", "access_code": "BETA-A7K9M2", "trellocardcreated": true, "email_sent": true, "qrcodegenerated": true } } Error Response (400): json { "status": "error", "message": "Invalid or disposable email address detected", "reason": "Disposable email" } --- Customization Options Email Template Modify HTML in Gmail node Add company logo Change colors and fonts Access Card Design Edit CSS in HTMLCSSToImage node Adjust QR code size Match your brand Access Code Format Change prefix from "BETA-" to your choice Modify length and characters Trello Integration Add custom fields Include labels Set due dates Assign team members --- Use Cases Mobile App Beta Launch User fills form → Email verified → Code sent → App activated → Team tracks in Trello SaaS Early Access User signs up → Email validated → Access kit received → Product team manages Game Testing Campaign Player requests access → Email verified → Unique key generated → Community team tracks --- What Makes This Special Unlike simple email workflows, this is a complete system that handles: Security (email verification) Branding (custom access cards) Communication (professional emails) Tracking (team collaboration) Integration (webhook API) All in one cohesive, production-ready workflow! --- Troubleshooting Common Issues & Solutions: Webhook not receiving data → Check URL and POST method Email verification fails → Verify API key and rate limits Gmail not sending → Reconnect OAuth2 Trello card fails → Confirm List ID is correct Image not generating → Check HTMLCSSToImage credentials --- 🏷️ ADDITIONAL METADATA Difficulty Level: ⭐⭐⭐ Intermediate (requires API key setup) Time to Setup: 🕐 10-15 minutes ---
By Jitesh Dugar