How the All Creators agency structured its operations with Notion and n8n
From draft Notion to automated CRM: 2 hours saved per day thanks to the complete automation of the customer journey.
All Creators, an agency supporting the development of personal brands on Instagram and TikTok, was losing hours daily in the manual management of leads and administrative follow-up. Thanks to a restructured Notion workspace combined with n8n automations using Tally and Calendly, the team now saves 2 hours a day and has no more lead loss.
Context & Challenge
All Creators assists its clients in developing their personal brand on Instagram and TikTok. The company offers coaching to help entrepreneurs launch their business and develop their organic presence on social media.
The system was based on Notion but was completely chaotic and cluttered. Best Notion practices were not applied, which made usage complex and inefficient.
No automation: everything was handled manually. The Tally form was not connected to the system. There was no structured client pipeline to track the progress of prospects.
Direct consequences: loss of leads, lack of clear follow-up on the status of coaching, no clear view on finances. The team was wasting a lot of time on administrative tasks and following up on prospects.
Method
After a complete analysis of the existing system, we developed a structured approach to completely revamp the organization. First, we identified all critical information flows for the coaching activity.
This analysis allowed us to design an optimal data architecture in Notion with interconnected modules. We then established priority automations to eliminate repetitive manual tasks.
The approach favored complete centralization in a single workspace while maintaining the fluidity of the business and operational process. Each automation was designed to create a self-sustaining system that no longer requires manual intervention.
Deployed Systems
Completely restructured Notion workspace
We created a centralized workspace including:
Lead database with personalized information and interaction history
Order database linked to each client for personalized follow-up
Payment database with statuses and deadlines
Operational dashboard with filtered views: incoming leads to process, active clients, pending payments …
Internal Notion Automations
Automatic update of payments and creation of transactions for multiple payments. Trackers with advanced Notion formulas to calculate closing rates, appointment booking rates, and no-show rates in real-time.
Automated n8n Workflow
Sending automatic emails based on triggers defined in Notion. Synchronization of the Tally form with the CRM: automatic capture of leads, filtering, and assigning to specific mailing lists according to their profiles.
Calendly Integration
Automatic synchronization of appointments made with the Notion system. Leads considered unqualified for the high ticket offer are automatically redirected to the low ticket offer.
Impact Business
The automated system has generated measurable and immediate gains for All Creators.
No more loss of information: all leads are automatically captured and tracked in the system. No lead slips through the cracks thanks to the automation of capture and tracking.
Administrative tracking works in real-time with complete visibility on the status of payments and the conversion pipeline. Unqualified leads are automatically redirected to the appropriate offers.
The team saves 2 hours per day, which adds up to over 400 hours per year that can be reallocated to customer support. The system now operates autonomously with complete traceability of all business processes.
"Clement truly delivered a XXL SERVICE thanks to his expertise and exemplary professionalism. His approach to automation has been impressive.”
– Glory, Founder.
