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CRM & People Systems.

Most teams struggle to keep track of leads, clients, team roles, and follow-ups.
Information is scattered across Google Sheets, Slack messages, and inboxes — making it easy to miss key interactions or drop the ball on relationships.
Our Notion templates bring order to the chaos: smart CRMs, team directories, role dashboards, and interaction logs — all in one workspace, fully connected to your workflow.

Company

Octagon Constructions Ltd. is a full-service construction and renovation company that specializes in both residential and commercial projects — from home remodels to large-scale property developments. Their team handles materials, labor, cost estimates, and timelines while delivering high-quality craftsmanship and maintenance services.

Challenge

As Octagon Constructions Ltd. expanded its operations and took on multiple projects simultaneously, its internal processes became increasingly disorganized. Project details were scattered across physical notebooks, WhatsApp chats, Excel sheets, and verbal updates. This fragmented system made it difficult to:
- Track budgets and expenses per project
- Monitor progress by quarter or month
- Identify who was handling what aspect of a job
- Keep a real-time view of VAT, labor costs, and materials purchased.
As a result, cost overruns and delays became common, and strategic planning was nearly impossible due to the lack of centralized data.

How We Solved It & The Results

We built a custom Construction Project & Client Management Dashboard in Notion
Tailored specifically for Octagon Constructions Ltd., this all-in-one workspace streamlines site operations, team management, budgeting, supplier coordination, and financial tracking into one intuitive system.

What we built:
🏗 Command Center for Quick Entry
Create new projects, record material purchases, add suppliers, log labor costs, and update monthly finances — all from a central panel on the homepage.

📁 Construction-Specific Directory
Organized sections for Categories, Materials, Suppliers, Employees, and Cost breakdowns help the team manage logistics with clarity.

📊 Quarterly & Monthly Views
Track revenue, expenses, and net profit by quarter and by month to support smarter forecasting and financial control.

📉 Real-Time Revenue & Expense Dashboards
Visual reports break down finances by category and type — giving the company a live overview of income, costs, and financial health.

💸 VAT & Labor Tracking
Dedicated views for monitoring VAT collected vs VAT spent on purchases, alongside labor logs for each reporting period.

📆 Historical Finance Review
Bar graphs and history logs help identify spending patterns and compare past project performance with current ones.

Results:
✅ All construction data is centralized in one clean workspace
✅ The team can instantly see revenue, costs, and profit by timeline
✅ Better visibility into who’s responsible for materials, labor, and spending
✅ Smoother site-to-office communication with fewer data silos
✅ Scalable infrastructure for a growing construction company

Octagon Construction LDA Dashboard

We built a centralized Project Management Tool — a powerful, all-in-one workspace tailored to their workflow and day-to-day rhythm.

Before and After

Before:
The team was managing client and supplier information across notebooks, WhatsApp chats, Excel sheets, and verbal updates — leading to missed follow-ups, duplicated entries, and confusion over who handled what. There was no centralized record of materials, labor costs, or project status, making operations feel disjointed and hard to scale.

After:
We unified Octagon’s entire CRM and operations workflow into Notion — centralizing suppliers, employees, materials, purchases, expenses, and financial tracking in one place. The result? Clear visibility into every part of the business, seamless collaboration between field and office, and smarter, faster decision-making.

Company

StudioFX is a growing digital service brand focused on delivering high-quality design, marketing, and strategy services to creators and small businesses. Their client work ranges from brand identity and sales materials to automation setup and productivity workflows. As their workload increased, they needed a better way to manage client data, service requests, internal tasks, and ongoing projects — all in one place.

Challenge

Before migrating to Notion, StudioFX operated using a combination of Google Docs, Trello boards, Slack messages, and separate Excel files. Projects lacked a central source of truth, tasks were often lost across tools, and clients had no consistent intake or service-tracking experience. Internal tracking — from payments to project phases — was hard to scale, especially with new team members or expanding service categories.

How We Solved It & The Results

We transformed StudioFX into a centralized Creative Service OS — an all-in-one Notion dashboard tailored to digital service businesses.
🧭 CRM Database – Log and manage client details, interactions, and communication timelines
🔧 Services Section – Organize all offered services with pricing, tags, and delivery workflows
📁 Project Tracker – Manage every project’s timeline, progress, and current status
✅ Task Dashboard – Stay on top of all deliverables with weekly filters and priority tracking
📝 Project Intake Form – Streamlined form-style page to input new client requests and service briefs
📊 Visual Reports – Auto-generated progress indicators and overview charts

Results:
- StudioFX now runs from one structured, scalable workspace
- Team members can instantly view tasks, project statuses, and client info
- Clients enjoy smoother onboarding and tracking of their deliverables
- Internal ops are faster, cleaner, and easier to manage — without switching tools
- The system is modular, so new services or project types can be added without friction.

Studio Fx

We transformed StudioFX into a centralized Creative Service OS — an all-in-one Notion dashboard tailored to digital service businesses.

Before vs After Tool Stack

Before:
StudioFX juggled tasks, projects, and client info across messy spreadsheets, Slack threads, and scattered documents. Team productivity was fragmented, and client experiences were inconsistent — with no clear system for tracking deliverables or updates.
After:
We rebuilt their entire workflow in Notion — creating a powerful, organized service workspace where every client, task, and project lives in one place. From CRM to services, tasks, and progress charts, everything is now one click away — fast, professional, and ready to scale.

Company

Basile OS is a project-led organization that manages high-stakes initiatives across community, sports, finance, and internal affairs. Their operations involve task delegation, stakeholder communication, client interaction, document tracking, and high-frequency meetings. From managing football clubs to global events like the World Cup, they needed a centralized platform to stay on top of it all.

Challenge

Before adopting Notion, Basile OS operated in silos using a mix of tools:
Slack for meeting coordination
Google Sheets for task lists
WhatsApp and Gmail for stakeholder outreach
Google Calendar for scheduling
Shared Drives for document storage
As the team scaled, this tool stack became a bottleneck. Communication was fractured, tasks slipped through the cracks, meetings were forgotten, and there was no clear CRM for tracking who needed a follow-up or why. Team members were duplicating work or missing action items — not from lack of effort, but from lack of clarity and centralization.

How We Solved It & The Results

We rebuilt Basile OS from the ground up in Notion — turning scattered operations into a unified CRM + Execution Hub.
📁 Task & Subtask System
Fully structured task management system, filtered by week, deadline, and status — enabling daily visibility and ownership.
👥 CRM System
Centralized contact manager with properties for name, email, phone, notes, and associated projects. Prioritized views help identify who needs follow-up.
📝 Meetings & Interactions Tracker
Every meeting is now logged with participants, notes, outcomes, and links to related projects or clients. No more missed details or forgotten context.
📂 Documents & Resources Center
Key files, policies, and documents are now stored and linked — easily accessible within the workflow.
🗓️ Unified Calendar View
Meetings are synced into a real calendar layout, offering weekly/monthly views. Every item is clickable for details, notes, and participants.
⚡ Quick Capture Sidebar
One-click buttons to log meetings, tasks, or projects — empowering fast team input without disruption.

Results:
Every stakeholder and task is now accounted for in a single system
Meetings are pre-logged and post-documented, increasing alignment
Follow-ups never fall through — the team always knows who to reach and when
Time spent switching between tools has been cut dramatically
Basile OS is now equipped to scale operations across teams, clubs, and regions

Basile OS

We rebuilt Basile OS from the ground up in Notion — turning scattered operations into a unified CRM + Execution Hub.

Before vs After Tool Stack

Before:
Basile OS was managing meetings, client relationships, tasks, and projects across a cluttered tool stack: Slack for planning, spreadsheets for task lists, email for follow-ups, and verbal updates for meetings. Things were forgotten, deadlines were missed, and high-level visibility was nearly impossible.
After:
We transformed their workflow with a powerful Notion dashboard — integrating task management, stakeholder CRM, meetings tracker, and documents into one clean system. It’s now a living operations center: updated in real-time, fully collaborative, and built for decision-makers and doers alike.