This page outlines the full structure for automating administrative oversight in Cedar & Iron using Notion databases, filtered views, template buttons, and optional AI-integrated workflows. It is designed to reduce administrative load and ensure alignment with your principles of stewardship, relational rhythm, and high-value presence.
| Section | Purpose | Key Features |
|---|---|---|
| Client Visit Log | Tracks all in-home or virtual client visits | Linked to Client DB, tier-based prompts, action tracking, summary, flags |
| Client Profiles | Centralized client data and tier overview | Tier rollups, emotional notes, open actions, contact history, risk indicators |
| Action Items | Tracks all follow-up tasks | Prioritized, categorized, visit-linked, due-dated, and status-tracked |
| Communication Log | Logs all messages to/from client or family | Contact type, purpose, visit-triggered, summary, and follow-up flags |
| Automated Reports | Synthesizes client visit and tier data for review | Monthly tier rollups, time analysis, risk trends, action status summaries |
| Weekly Admin Sweep | Ensures timely updates and oversight | Linked filters for stale data, open actions, missing summaries, contact gaps |
| Template Buttons | Standardizes entry creation and recurring review | Pre-filled fields, checklist generation, tier-based logic |
| Recurring Admin Tasks | Tracks repeating business tasks | Manual frequency notes, overdue highlights, next due logic |
| Optional AI/Automation Layer | Reduces manual input and ensures proactive workflows | Audio parsing, auto visit entry, email briefs, reminder triggers via Make/Zapier |
Here is a cleaner, Notion-friendly Summary Table you can copy and paste directly into your Notion page:
System Architecture & Data Governance – Summary Table
| Section | Purpose | Key Features |
|---|---|---|
| Client Visit Log | Tracks all in-home or virtual client visits | Linked to Client DB, tier-based prompts, action tracking, summary, flags |
| Client Profiles | Centralized client data and tier overview | Tier rollups, emotional notes, open actions, contact history, risk indicators |
| Action Items | Tracks all follow-up tasks | Prioritized, categorized, visit-linked, due-dated, and status-tracked |
| Communication Log | Logs all messages to/from client or family | Contact type, purpose, visit-triggered, summary, and follow-up flags |
| Automated Reports | Synthesizes client visit and tier data for review | Monthly tier rollups, time analysis, risk trends, action status summaries |
| Weekly Admin Sweep | Ensures timely updates and oversight | Linked filters for stale data, open actions, missing summaries, contact gaps |
| Template Buttons | Standardizes entry creation and recurring review | Pre-filled fields, checklist generation, tier-based logic |
| Recurring Admin Tasks | Tracks repeating business tasks | Manual frequency notes, overdue highlights, next due logic |
| Optional AI/Automation Layer | Reduces manual input and ensures proactive workflows | Audio parsing, auto visit entry, email briefs, reminder triggers via Make/Zapier |
Each row = one client visit
Fields:
• Client (linked to Client Profiles)
• Tier (Peace, Care, Legacy)
• Visit Date
• Summary (text or AI-generated)
• Completed Actions (multi-text)
• New Actions (multi-text)
• Flags (select: none, soft concern, urgent)
• Legacy Notes (multi-text)
• Time Spent (hours)
• Auto-email sent (checkbox)