Step-by-Step Playbook

In this Project Playbook, I walk through steps A–G with annotated screenshots, detailing every action and explaining why I chose each property, view, and automation.. This narrative not only demonstrates my technical fluency but also showcases my commitment to a structured, process-oriented approach.

A. CRM Properties

Below are the key properties and their definitions, showcasing organized contact information, transparent pipeline stages, and scheduled follow-up points.

• Guest Name (Title)
• Email → Email property type
• Registration Status → Select (Registered, Pending, No-Show)
• Segment → Select (VIP, Press, Volunteer, Sponsor)
• Outreach Status → Status (To Contact, Contacted, Follow-Up, Completed)
• Next Touch → Date (for scheduling follow-ups)
• Sequence Stage → Select (Invite, Reminder, Thank You)
• Notes → Text
• Days Until Next Touch → Number (Calculates how many days remain until each follow-up)

B. Database Views

Below are the database views I created, each tailored to showcase data differently for various stakeholder needs.

• Board View: Grouped by Outreach Status to visualize your Kanban-style follow-up workflow.
• Calendar View: Configured to display Next Touch dates for clear visualization of upcoming follow-ups.
• Table View: Sorted by Segment then Next Touch, perfect for bulk edits and generating reports.
• Gallery View: Features card-style layout that displays Guest Name, Segment, and Registration Status for quick reference.

C. Formulas and Automation

• Added a Formula property called Days Until Next Touch:

  dateBetween(prop("Next Touch"), now(), "days")

  This calculates how many days remain until each follow-up.

D. Slack or Email integration via Zapier

I automated reminders with Zapier. For a scalable, multi-row solution that emails or Slack-messages me when follow-ups are due:

With this in place, my portfolio not only showcases my Notion expertise but also highlights my ability to integrate external automation tools—a clear signal of the high-value, tech-savvy administrative support I provide.

• In Zapier, create a new Zap and link the Notion Database:
  • When the number of Days Until Next Touch is within 5 days remind me via a Slack and Email notification.

The format of the Slack/Email message may be something like this:

(The items in curly brackets “{” “}” represent the values of the properties from the database.

Hey Kajiru,

Just a heads-up: it's time to reach out to {{Guest Name}} ({{Email}}). Registration Status: {{Registration Status}} Segment: {{Segment}} Sequence Stage: {{Sequence Stage}} Days Until Next Touch: {{Days Until Next Touch}}