Lisbeth was my Business Coach who worked closely with me to help me build a stronger, more intentional business. Through her coaching, she supported clients and me across a longer-term journey, which meant she needed a backend that could handle everything from the initial inquiry through to a structured six-month client experience.

Goals

Lisbeth came to me for support setting up both her CRM and project management systems so that her client journey could feel organised, professional, and easy to manage.

She needed a system that could handle the full sales and onboarding process while also giving her and her clients a clear view of everything happening throughout their coaching journey.

The main goals of this project were to:

• Build a complete CRM inside Dubsado
• Streamline the inquiry, sales, and onboarding process
• Build a client portal that housed projects, tasks, and resources
• Give Lisbeth clear visibility across all active projects
• Create a centralised workspace for her VA
• Connect Dubsado and Notion so the client journey flowed between both platforms

Approach

This project was about creating one connected system rather than treating her CRM and project management as two separate pieces.

We built Dubsado around the front end of the client journey, covering everything from the initial inquiry through to booking and onboarding. Once a client was officially onboarded, they were directed into their Notion client portal, where the actual coaching experience and project delivery could be managed.

This gave Lisbeth a clear separation between managing the client relationship and managing the work itself, while still keeping the two systems connected.

Solutions

CRM Setup – Dubsado

We built Lisbeth’s client onboarding process completely inside Dubsado, including:

• Inquiry forms
• Discovery call scheduling
• Proposals
• Contracts
• Invoices
• Automated follow-ups throughout the sales process
• Onboarding communication
• An automated email directing new clients to their Notion portal

Dubsado now manages the full front end of her client journey, ensuring leads are followed up with and clients move through each stage without Lisbeth having to manually manage every step.

Project Management Setup – Notion

We then built out a complete project management system in Notion to support the delivery side of her six-month coaching experience.

This included:

• Project Hub: An overall view of all active projects, giving Lisbeth a bird’s-eye view of her client workload.
• Individual Project Spaces: Dedicated spaces for each client where Lisbeth could see exactly what was happening within their project.
• Client Portal: A client-facing space containing the full six-month project breakdown, tasks, resources, and everything the client needed throughout their coaching journey.
• Team Member Dashboard: A dedicated dashboard for her VA to manage tasks, stay across projects, and know exactly what needed attention.

The two platforms were connected so that Dubsado could handle the client relationship and onboarding, while Notion became the central space for project delivery and client collaboration.

The Results

Lisbeth now has a connected backend that supports her clients from the moment they submit an inquiry through to the completion of their six-month coaching journey.

Instead of managing inquiries, contracts, onboarding, project tasks, resources, and client communication across disconnected systems, she now has a clear process for every stage.

She has visibility over her entire client base through her Project Hub, individual client spaces for deeper project management, and client portals that give her clients a clear understanding of what they are working on and what comes next.

With Dubsado managing the front end and Notion managing delivery, Lisbeth has a backend that is organised, collaborative, and built to support both her clients and her growing team.