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Notionalize

Case studies

Named implementation evidence, with the claim boundaries left in.

These records show what was built and the operating results recorded for that engagement. They are strongest for Notion, workflow automation, applied AI, and business systems—not proof of every adjacent executive or managed-IT service.

01 · Agency OS

AgencyU

The challenge

Managing 200+ agency clients with scattered tools and no centralized system. Manual reporting was eating 15+ hours weekly.

Our solution

A custom Notion-based Agency OS with automated client onboarding, project tracking, and AI-powered reporting through an OpenAI integration.

The results

Reduced manual work by 80%, cut onboarding from 2 days to 2 hours, and gained real-time visibility across every client project.

22 hrs
Time saved weekly
250+
Agencies using system
90% faster
Onboarding speed

Proof snapshot

What was actually built

This is the clearest proof point for agency buyers: the work was not a prettier workspace, it was a connected delivery system with measurable time savings.

NotionOpenAIWorkflow automationClient onboarding
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Deliverables

  • Agency operating system
  • Automated client onboarding
  • Project visibility dashboards
  • AI-powered reporting flow

Before / after

Manual reporting consumed 15+ hours every week.

22 hours a week recovered.

Client onboarding took about 2 days.

Onboarding dropped to about 2 hours.

Progress lived across scattered tools.

250+ agencies could work from one system.

02 · Recruitment App

Quantum Club

The challenge

Recruitment was entirely manual with candidate data spread across spreadsheets and email threads. No tracking, no analytics.

Our solution

A custom recruitment app connecting Airtable, Slack, and email automation — with AI-powered candidate matching and automated follow-ups.

The results

Cut recruitment cycle time in half, improved candidate experience scores by 45%, and unlocked full pipeline visibility.

50%
Faster hiring
+45%
Candidate satisfaction
18 hrs/wk
Manual work eliminated

Proof snapshot

What was actually built

The delivery record is strongest as bounded AI implementation proof: matching, follow-up, data, and communication were connected inside one recruitment workflow rather than presented as a general AI transformation.

AirtableSlackEmail automationAI candidate matching
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Deliverables

  • Recruitment workflow application
  • Candidate pipeline
  • AI-powered matching flow
  • Automated follow-up flow

Before / after

Candidate data was spread across spreadsheets and email threads.

One recruitment application connected Airtable, Slack, and email.

The team had no recruitment tracking or pipeline analytics.

The delivered workflow made the full candidate pipeline visible.

Recruitment and candidate follow-up were entirely manual.

The delivery record reports 18 hours of manual work eliminated each week.

03 · Operations System

The Interesting Times

The challenge

A growing content agency with no standardized workflows — every project run differently, leading to missed deadlines and client confusion.

Our solution

An end-to-end operations system in Notion with automated project workflows, client portals, and integrated time tracking via Relay.app.

The results

On-time delivery improved from 60% to 95%, client satisfaction scores rose 30%, and team collaboration was transformed.

95%
On-time delivery
+30%
Client satisfaction
22
Hours saved monthly

Proof snapshot

What was actually built

This record shows a Notion workspace used as an operating system: project delivery, client visibility, portals, and time tracking were designed as one environment with recorded operating changes.

NotionRelay.appClient portalsTime tracking
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Deliverables

  • Agency operations system
  • Standardized project workflows
  • Client portals
  • Integrated time-tracking flow

Before / after

Every project followed a different workflow.

One Notion operations system standardized project delivery.

Missed deadlines and client confusion were recurring.

On-time delivery improved from 60% to 95%.

Project coordination and time tracking were disconnected.

Relay.app connected time tracking to the delivery environment.

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Preliminary assessment · Evidence-led diagnostic · Remote · Worldwide