We already built the Notion database structure (Testers DB, Freelancers DB, Sessions DB, Freelancer Portal).Now I need a pro to:
Verify my setup (check all properties, relations, rollups, formulas). Fix any mistakes and ensure privacy rules are correct. Integrate automation flows (via Make, LemCall, OpenPhone, Google Forms). Run a dummy test with sample testers & freelancers to confirm the system works end-to-end. ✅ System Scope (already designed)1. Notion Setup (already created, needs verification & cleanup)
Testers DB Fields: First Name (title), Last Name (hidden), Email (hidden), Phone (hidden), Timezone, Special Health Issue (Yes/No), Shipping Address (hidden), Assigned Diet Coach, Backup Diet Coach, Assigned Mental Coach, Backup Mental Coach, Sessions (relation), Sessions Completed (rollup), Next Session (rollup), Feedback Avg (rollup), Engagement Tag (Select: High/Follow-up/Premium/Inactive), Signup Date, Scale Shipped (checkbox), Scale Shipped Date (date), Kickoff Sent (checkbox). Freelancers DB Fields: Name (title), Role (Nutritionist/Dietitian/Mental Coach), Email (internal), Phone (internal), Assigned Testers (relations), Backup Testers (relations), Sessions Led (relation), Total Sessions (rollup), Average Rating (rollup), Onboarding Date, Notes. Sessions DB Fields: Session Title, Tester (relation), Freelancer (relation), Start Time, End Time, Status (Planned/Completed/No-show), Completed? (formula), Feedback Score (number) manually entered by admin, Is Upcoming? (formula), Is Due Soon? (formula). Freelancer Portal (linked views) Linked Testers DB (filtered by assignment, hides Email/Phone/Address/Last Name). Linked Sessions DB (filtered by assigned Freelancer). Duplicate views per freelancer for privacy. 2. Automation Flows (via Make)
Signup Form → Notion Google Form (Name, Email, Phone, Health Qs, Timezone, Shipping Address). Auto-create tester in Notion with data. Shipping Confirmation Admin manually checks “Scale Shipped” + sets Scale Shipped Date. Automation waits 5 days → sends Week 1 Kickoff email. Session Scheduling & Reminders LemCall booking links sent in emails (Week 1, Week 2, Week 3). Reminders triggered from Sessions DB (using Is Upcoming? / Is Due Soon?). Call Logs OpenPhone integration → logs & transcriptions attached to tester session in Notion. Feedback & Engagement Tagging Week 4 → automatic survey link sent. Feedback auto-updates Engagement Tag (High / Needs Follow-up / Premium / Inactive). 3. Testing Requirement
Before handover, freelancer must:
Create dummy data (2 testers, 2 freelancers, 4 sessions). Run through full flow: Signup → Shipped → Kickoff email → Booking → Session → Feedback → Engagement Tag. Confirm that all relations, rollups, formulas, filters work correctly. Confirm privacy: freelancers only see their own testers & sessions. Integrate automations (Make, LemCall, OpenPhone, Google Forms).
Run a full dummy test (2 testers, 2 freelancers, 4 sessions).
Short Loom (≤10 min) walkthrough + doc of manual steps.
Deliverables Working, tested Vivahab Beta Ops Hub (Notion + Automations). Documentation (short Loom walkthrough of system). List of any small manual steps needed (ex: scale shipping). Freelancer must record a short Loom (max 10 min) walking through the system setup, explaining how data flows and privacy is enforced
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