Daily
Get client follow-up reminders from Notion
A week after a project ends you're reminded to check in, and after a month to ask for a testimonial, with a draft message ready.
- Runs
- Daily
- Apps
- Notion
- AI
- Optional
- Access
- read+write
Send this to your assistant
Create a ClickRuntime automation: every day at 9am, check my Notion Clients database. Email me the clients whose project finished 7 days ago with a check-in draft, and those who finished 30 days ago with a testimonial request draft. Then mark them as followed up.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
Freelancers, consultants and small agencies finish a project, send the final invoice and move on to the next client. Two weeks later would be the right moment to check how things are going, and two months later is the right time to ask for a testimonial or a referral, but those moments pass because nothing prompts them. Revenue from repeat work and referrals is lost, not because clients were unhappy, but because nobody wrote to them.
Each day ClickRuntime queries your Notion client database for projects whose completion date was a set number of days ago and that are not yet marked as followed up. For each one it can have its built-in AI draft a friendly note, emails the draft to you, and marks the client as followed up in Notion.
It is aimed at owner-operated businesses where relationships are the main source of new work.
What you get out of it
Past clients hear from you at the right moment
A note 30 days after completion arrives when the work is fresh. That timing feels attentive, and it often produces a new project or an introduction. That timing feels attentive, and it often produces a new project or an introduction.
Testimonials are asked for, not postponed
A reminder 60 days after delivery prompts the request while the client still remembers the result. Reviews and quotes accumulate steadily instead of occasionally. Reviews and quotes accumulate steadily instead of arriving once in a while.
Drafts remove the blank page
Starting from a draft that mentions the project makes the email easy to personalise. A follow-up that would be put off for lack of words takes two minutes. A follow-up that would be put off for lack of words takes two minutes instead.
The CRM shows who has been contacted
Marking the client as followed up prevents duplicates and shows gaps. You can filter for finished projects that never got a check-in. You can also filter for finished projects that never received any check-in at all.
Repeat business becomes a process
Without extra tools, your Notion database turns into a system that prompts relationship building. Income from existing clients grows because the habit no longer depends on memory. Income from existing clients grows because relationship building no longer depends on memory.
How it works
What happens, step by step
Every day ClickRuntime checks your Notion clients database for projects that finished a set number of days ago, such as a week.
For each one it prepares a short follow-up note for that stage.
You get an email with each client and their ready-to-send note.
The client is marked as followed up so you aren't reminded twice.
Before it runs live
- Connect Notion and share the database you want it to use
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Notion steps into one automation
Under the hood
The code that runs this automation
from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, notify
NOTION = "https://api.notion.com/v1"
def headers():
return {"Authorization": f"Bearer {credentials.secret('NOTION_TOKEN')}", "Notion-Version": "2022-06-28"}
def query(db, body=None):
resp = http.post(f"{NOTION}/databases/{db}/query", headers=headers(), json=body or {})
resp.raise_for_status()
return resp.json()["results"]
def title(page, prop="Name"):
return "".join(t["plain_text"] for t in page["properties"][prop]["title"])
CLIENTS = "clients-database-id"
DRAFTS = {
7: "Hi {name}, it's been a week since we wrapped up. How is everything working on your side?",
30: "Hi {name}, glad the project is up and running. Would you be happy to write a two-line testimonial we could share?",
}
@on_trigger
def run(event):
lines = []
for days, template in DRAFTS.items():
finished = (date.today() - timedelta(days=days)).isoformat()
rows = query(CLIENTS, {"filter": {"and": [
{"property": "Project finished", "date": {"equals": finished}},
{"property": f"Followed up {days}d", "checkbox": {"equals": False}}]}})
for r in rows:
lines.append(f"{title(r)} ({days} days):\n{template.format(name=title(r))}")
http.patch(f"{NOTION}/pages/{r['id']}", headers=headers(),
json={"properties": {f"Followed up {days}d": {"checkbox": True}}}).raise_for_status()
if lines:
notify.email_me(f"{len(lines)} client follow-ups", "\n\n".join(lines))
return {"follow_ups": len(lines)}FAQ
Common questions
How many days after completion does it remind me?
Does it send the email to the client?
What do I need in the Notion database?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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