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Agency & Client Ops

Kickoff Checklist Automator

Every new project gets a checklist, kickoff notes, and a welcome email — zero setup.

Saves about ~2 hrs per week

What it does

  • Creates a project board with your kickoff checklist per client
  • Generates kickoff meeting notes with the right sections
  • Sends a welcome email with logistics and links
  • Reminds you to prep before the kickoff call

How it works

  1. New project created
  2. Checklist and notes generated
  3. Welcome email sent
  4. Kickoff prep reminder fires

What's included

  • Project trigger
  • Checklist template
  • Welcome email + reminder

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Notion, Gmail.

Step 1: Set the new-project trigger

  1. Pick the trigger: new row in a sheet, CRM deal stage change, or a form submission.
  2. Capture: client name, project scope, kickoff date, contact email.
  3. In the workflow, on trigger, create the Notion project page from your template.
  4. Test that a new project creates the page.
  5. Note the properties the template needs filled.

Watch out: Use a Notion template as the base — the automation duplicates your template rather than building the page field by field, keeping formatting consistent.

Step 2: Template the checklist

  1. Build your standard kickoff checklist once in the Notion template: contract signed, intake received, access granted, kickoff scheduled, goals doc shared.
  2. Give each item a checkbox.
  3. Add the project-specific kickoff meeting notes section (agenda placeholder, goals, roles).
  4. Test the template duplication.
  5. Review the checklist quarterly.

Watch out: The checklist is your process made visible — it's worth 30 minutes to write it properly once, because every client inherits it.

Step 3: Wire the welcome email

  1. Draft the welcome email: thank you, who's on the team, first steps, links (intake form, shared drive, calendar).
  2. Add the kickoff date and add-to-calendar link.
  3. Use dynamic fields for client name and project.
  4. Test the send to yourself.
  5. Keep it under 150 words.

Watch out: The welcome email sets the tone for the whole engagement — include the kickoff link and the one thing you need from them this week.

Step 4: Add the prep reminder

  1. Set a reminder 24h before the kickoff: summary of the project, intake answers, and an agenda.
  2. Optionally revisit the client's intake answers so you walk in prepared.
  3. Test with a fake kickoff.
  4. Log which kickoffs happened vs slipped.
  5. Adjust the prep content as you learn what helps.

Watch out: The prep reminder is what makes you look organized — it only works if the intake answers are attached, so make sure the flow pulls them in.

Frequently asked questions

What does the Kickoff Checklist Automator automation do?

Every new project gets a checklist, kickoff notes, and a welcome email — zero setup. Creates a project board with your kickoff checklist per client

How much time does Kickoff Checklist Automator save?

It is estimated to save ~2 hrs per week. Actual savings depend on your volume.

Which tools does Kickoff Checklist Automator use?

It works with Notion and Gmail.

What does Kickoff Checklist Automator include?

Project trigger, Checklist template, Welcome email + reminder.

Can I set up Kickoff Checklist Automator myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.