Natasha Cozad

Setting up new systems can be so overwhelming!

The Heartbeat System for Notion aims to help you organize your creative service business so you can scale your services without sacrificing your time.

This quick start guide will walk you through the first steps in getting started. Implement all the different parts as time allows. Some systems are better than no systems when it comes to adding more ease into your business.

Converting this template into a Teamspace

1. Create a new Teamspace
   1. (I named mine Elvenmade)
2. Rename Heartbeat System to Mission Control (HQ is an alternative)
3. Move sub-pages into the main Teamspace (Strategy, Clients, Content, Assets, Databases, Help)

Goals & Tasks

The Goals and Tasks Databases work together to keep your business on track to meet its goals and finish projects.

1. Drill down into each quarter to create a monthly project planInclude
   1. Client projects
   2. Internal projects
   3. Promotions
2. Create related tasks and assign them to your team
3. Link to related processes that document each task

People

At the heart of your service business are the people you serve and the people who help. Keep track of everyone in the People database.

• Team
• Clients
• Leads
• Contractors
• Business Friends

Processes

Having a bank of Processes, or Standard Operating Procedures, is a great way to position your business in a way that makes scaling easier. I’ve even included some of my own SOPs to help get you started. Feel free to delete or modify them to fit your own creative process.

• Lead Generation
• Onboarding
• Fulfillment
• Offboarding
• Loyalty
• Business Operations

Assets

Your Asset database is the place to store all the various pieces of your funnels and processes.

• Course
• Lead Magnet
• Membership
• Offer
• Product
• Retainer
• Service

Content

The Content database includes all the copy and supporting media for marketing and managing your creative busienss.

• Sales pages
• Testimonials
• Blog
• Emails
• Courses/Trainings
• Website pages

The Strategy

The Heartbeat System is broken down into three phases: Define the Brand, Align the System, and Refine the Process.

This template is structured to help you systematically approach your business tasks, allowing you to focus more on what you love—creating and innovating.

Whether you are a brand designer, a web designer, copywriter, or other creative entrepreneur, this template is tailored to meet your needs.

Scale your creative business with a structured, strategic approach that helps you create sustainable growth without sacrificing your time.

The System

Phase 1: Define Your Brand

Identify your audience, design a compelling brand manual, and craft your unique framework. Clearly define your message and build a robust offer bank. Then map out a client journey inspired by your framework and offers that takes folks from lead gen to loyalty.

• Define your audience and your messaging.
• Design your brand manual.
• Create your unique framework.
• Build your offer bank.
• Map your client journey.
• Update your business database.

Phase 2: Align Your System

Optimize your client interactions and systemize your workflow.

Fill out your client database, update your pipeline, and set up meetings.

Expand your portfolio, gather testimonials, and customize your client template.

Dive into content creation and strategically plan your website, lead magnets, courses, and products.

• Fill out your client database
• Set up your intro meetings
• Expand your portfolio and collect testimonials
• Customize your new client template
• Fill your content bank and start the daily content challenge
• Strategically plan your next website
• Add your lead magnets and build out your courses
• Plan your shop and products

Phase 3: Refine Your Process

Create and update your processes so you can fine-tune your operations for maximum efficiency and create replicable success stories for your clients.

Fill up your content bank with engaging materials, including bios, CTAs, and content capsules to keep your messaging on brand. Optimize your online presence with a well-planned blog, sales pages, emails, and social media strategies so you never have to wonder what to post where, ever again.

• Create and update your processes
• Set your quarterly goals
• Fill up your content bank
• Create a content capsule for your blog
• Fill up your email bank
• Assemble your sales pages
• Evergreen your Instagram grid and keep track of your Facebook posts
• Create strategic reels and shorts and
• Grow traffic organically with Pinterest

FAQ

• How long can I access the template?Once you’re in, you’re in for life. With lifetime access to this template, you’ll have the power to elevate your design projects whenever inspiration strikes.
• Do you offer a guarantee?If you’re not 100% satisfied with your purchase after 7 days, we will offer you a full refund, for any reason.
• Who is this system made for?Brand and web designers who need to establish a solid system that ensures all your operations are optimized for efficiency and scalability.
• Do I need a paid Notion account?No, a free Notion account will power the Heartbeat System perfectly.
• Is this system for beginners?The Heartbeat System works best when you already have a good idea of who your idea audience is and what your signature service entails.

Just want it done already?

If you need help implementing the Heartbeat System, I offer 1:1 consulting sessions as well as a completely done-for-you service.

You can book a consult or reply to this and we’ll see if you’re a good fit for my signature systems service.

Please let me know if you have any questions or issues with the template, and once you’ve got a feel for the system and set everything up I would really appreciate if you took the time to leave a review.