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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.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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

  1. Every day ClickRuntime checks your Notion clients database for projects that finished a set number of days ago, such as a week.

  2. For each one it prepares a short follow-up note for that stage.

  3. You get an email with each client and their ready-to-send note.

  4. 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

RunsDaily
Get client follow-up reminders from Notiontoday, 9:00Succeeded
Email · 2 client follow-upsNorthwind (7 days): Hi Northwind, it's been a week since we wrapped up. How is everything working on your side?

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
client_follow_up_reminders_from_a_notion_crm.pyexample
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?
Whatever you set, commonly 14 or 30 days for a check-in and 60 for a testimonial request. You can have two reminders with different timing and different draft wording. Each reminder can use its own wording.
Does it send the email to the client?
No. It emails the draft to you, and you edit and send it yourself. Nothing is sent to a client without your review, which keeps the tone personal and under your control. You can add a draft step that matches your voice.
What do I need in the Notion database?
A completion date property, a client name and email, and a checkbox or status for followed up. The AI draft uses the project name and notes if they exist, which makes the note more specific.
What permissions does it need?
read+write. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run each time it runs (daily). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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