Owner: Assigned PM (Daniel or Samir) | SLA: Assigned within 2h of project creation

Trigger

Customer creates a project on the Cluematic platform. The system sends an automatic notification to both PMs. One PM is assigned based on current workload. Assignment SLA: within 2 hours.

PM Checklist — Complete in Order

Step 1 — Welcome the customer

Assigned PM sends a personal welcome message within 4 hours of project creation.

Hi [Name],

I'm [Daniel / Samir], your project manager at Cluematic. I've
been assigned to your project and I'll be your main point of
contact throughout.

I'm setting up your project workspace now and will have
everything ready for you shortly. I'll be in touch to walk
through the details together.

Looking forward to working with you.
[Daniel / Samir]

Step 2 — Create the Notion project page

Create a new Notion page using the standard project template:

📁 [Project ID] | [Customer Name] | [Workflow Name]
│
├── 📌 PROJECT OVERVIEW
│   ├── Customer name + company
│   ├── Stakeholders
│   ├── Dashboard
│   ├── Timeline
│   └── Links to other pages
│
├── 📋 Project Plan
│
├── ✅ Project Bugs
│
├── 📅 Change Requests
│
└── 📂 Customer Requirements & Templates

Note

Invite the customer with comment access to: Project Overview and Delivery Tracker only.

Step 3 — Link Notion page to the project

Log into the Cluematic Admin Portal and associate the Notion page URL with the customer’s project record.

Step 4 — Fill the discovery questionnaire

Using notes from the Stage 2 strategy call, the PM fills the predefined Cluematic questionnaire in the Notion project page under Questionnaire & Requirements.

The questionnaire is filled by the PM alone — no additional customer session is needed at this point.

Step 5 — Review questionnaire with the customer

Share the completed questionnaire with the customer for confirmation — via a short review call or async.

  • ✅ Customer approves → proceed to Step 6
  • ❌ Changes requested → PM updates and re-sends. Repeat until approved.

Warning

Approval must be received in writing — email or Notion comment. File the confirmation in the Notion Documents section.

Step 6 — Handover to development

Once requirements are approved, post in Discord #dev:

NEW PROJECT — HANDOVER TO DEV
────────────────────────────────────────
Customer: [Name]
PM: [Daniel / Samir]
Assigned dev: [Partner name]

WHAT WE'RE BUILDING:
  • [Workflow / automation description]

NOTION PAGE: [link]
APPROVED REQUIREMENTS: [link to questionnaire in Notion]

TARGET DELIVERY: [date]
────────────────────────────────────────