A free Notion plan can be used with this template but you may run into limitations with the following
We love our Notion Plus accounts and feel confident that we’ll never outgrow it.
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Please describe the ideal client journey from onboarding to activation. What tasks do they need to complete and what information do you need to service them well?
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Once we have received a deposit and signature on contract, we send off a form to capture client information which includes:
Name email Phone Website Company Name Goals Competitors Target Keywords Address Ideal outcomes
From here we send off an email asking for Admin access to proper tools: (Google search console, Analytics, Meta Ads etc) Welcome them to our client portal and ask them to schedule a kick off call.
After we have received all information we then go off an conduct the following: in-depth audit of their website Keyword Research Content Calendar Google Business Calendar Build out our reporting dashboard
Once we present the audit to the client, and agree to a schedule for implementation We then Run a citation cleanup and boost Build 40-100 citations And draft out month ones content for publishing
From here on out we do the following Build monthly content Build monthly backlinks Build monthly citations Build monthly reports
2 months before contract is set to end we remind AM to make client aware of contract coming to an end, by sending a gift through our gift giving service. Then Ask for a client testimony once we have results to share.
From the project story, map out the clients project journey from start to finish. This will give you an understanding of your project stages/milestones, and provide a clearer picture of what tasks need to be created.
We like to use a visual workspace like FigJam to do this
Example of the client journey for our SEO Agency
This is where you will change the task types to mirror the milestones you’ve outlined above.
Customize the stages below to fit your unique needs when using the Agency OS
Customize tasks based on the milestones you identified above
Tags can be used to organize content and filter database views if needed
Using the “Task Types” from step 4. Create task templates in notion for each of those tasks.
We recommend you use headings, to-do lists, and embed blocks to inform your team on how to work this task.
Click the carrot drop down, next the New button in the tasks tracker database (found on the homepage of the AOS or client portal) then click new template
Update properties in the template type based on the task. Then create your task template using headings, to-do lists, and embed blocks. We recommend you keep this simple as to not overwhelm your team.
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Pro tip:
you can associate SOP’s from the sop library in the AOS. Once you’re SOP has been created you can then connected it via the SOP Property in the Notion Task template
SOP property found in tasks
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Delete all placeholder tasks that come with the AOS.
The Agency OS comes with a world class project template that should cover the basics for most agency work. Update this template for the specific projects/campaigns you will run.
Navigate to the project database (found on the homepage or client portal page) and click the carrot drop down next to new Then click the three dots next to the new project template, then click Edit. Once the project template is up, edit it to your liking.
Now for the fun part - update the generator button by hovering over the button and then clicking the ⚙️ icon.
You can use this to generate multiple tasks for every client once they have been onboarded.
Now that you have updated task and project templates, its now time to update your filing system.
In the Client Portal’s Database or Client Portal View (found on the homepage) click the carrot dropdown next to the new button. Click the three dots next to the[New Client Portal] and select Edit
Once the Client Portal Template is open, scroll down to the quick links section and rename or add items to the quick links database.