ColdIQ is rapidly scaling and working with increasingly prominent clients across industries to manage their sales and marketing initiatives. As the team has grown, information has become siloed without a centralized system for managing client and internal projects. This project implements a solution by connecting Airtable, Notion, and other marketing tools for campaign management—consolidating data, boosting team productivity, and helping ColdIQ scale to the next level.
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Prior to our collaboration, ColdIQ's team relied on multiple tools for client, internal database management, and team communication. This fragmented approach created information silos—with data scattered across multiple channels, chats, and tools—which began hampering team performance as both the team size and client base expanded.
The goal of our collaboration was to build a centralized project management system in Notion that seamlessly integrates with Airtable, Slack, and other campaign-management tools used across clients. This system enhanced team productivity and provided clear visibility into everyone's workload. These improvements ultimately enhanced ColdIQ's client work, leading to better retention and customer satisfaction.
We developed a data structure and initial version of the Project Management system in Notion with Airtable sync capabilities. Client records automatically sync across tools (including an automated client portal—though that's a separate project with its own story) based on their status. We created visual charts for quick team capacity insights and practical filtered views for daily team use. The system includes automated Slack notifications for tasks and critical data points requiring attention. We also implemented automated workflows (primarily using n8n) for client onboarding, campaign management and launches, and other key internal processes.
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By project completion, the ColdIQ team was fully onboarded into the Project Management System, equipped with clear workflows and comprehensive visibility over their work—all aligned with modern work management principles. With this enhanced operational foundation, ColdIQ is now better positioned to scale confidently while delivering greater value to their clients.
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