Graceful Client Onboarding Concierge — Pro
Graceful Client Onboarding Concierge — Pro (General Use)
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
, computescore
andtier
-
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 likehttps://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, confirmCALENDAR_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)
Graceful Client Onboarding Concierge — n8n + Notion (General Use) A warm, done-for-you intake system that captures form submissions, creates a Notion client record, sends a concierge-style welcome email (with your scheduler + optional contract link), and—if you want—pings you on Telegram, mirrors to Airtable/HubSpot, places a calendar hold, and includes a double opt-in link for compliance. Designed for coaches, designers, boutiques, e-comm, and service providers who want consistent follow-up without manual busywork. Setup in ~15 minutes.