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Automate client lifecycle: lead intake to onboarding with Airtable, Notion & Google Calendar

Workflow preview

Automate client lifecycle: lead intake to onboarding with Airtable, Notion & Google Calendar preview
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Important notice

This workflow is provided as-is. Please review and test before using in production.

Overview

How it works

This workflow automates the entire lifecycle of a service-based client, combining four distinct business flows into a single view:

  1. Intake Leads: Receives a webhook from your form builder, validates the data, optionally enriches the email using Clearbit, and creates records in Airtable and Notion.
  2. Manage Bookings: Processes scheduling webhooks to update lead status, create Google Calendar events, and send pre-call survey emails.
  3. Send Reminders: Runs a daily schedule to scan Airtable for upcoming calls and automatically sends 24h reminder emails to reduce no-shows.
  4. Onboard Clients: Reacts to successful payments by marking leads as "Paid," generating a Notion Onboarding Checklist, and sending a Welcome Kit via Email and WhatsApp.

Set up steps

  1. Configure Credentials:

    • Connect your accounts for Airtable, Notion, Slack, Google Calendar, and GMAIL.
    • (Optional) Add credentials for Clearbit (enrichment) and Twilio (WhatsApp).

  2. Customize Emails:

    • Open the four Email Send nodes.
    • Customize the Body Text with your own booking links and survey URLs.

  3. Configure Tables & IDs:

    • Update the Airtable nodes with your specific Base and Table names (e.g., tblLeads).
    • Update the Notion nodes with your Database IDs for Projects and Onboarding.

  4. Connect Webhooks:

    • Copy the Production URLs from the three Webhook nodes (Lead Intake, Booking, Payment) and paste them into your respective form, calendar, or payment provider settings.