Leadership dashboard
One view with the real state of the company: active projects, team load, revenue and what is stuck.
Notion workspaces · Automations · AI agents
Your team doesn't need another tool
It needs a system
We build the workspace your company actually runs on. Projects, processes, knowledge and data in one place, ordered by hierarchy and wired to the automations that keep everything moving.
- weeks to launch
- 2weeks to launch
- workspace for everything
- 1workspace for everything
- phase programme, fixed scope
- 4phase programme, fixed scope
The stack we build your operation on
The starting point
The problem is almost never a missing tool
It is the missing place where everything makes sense together. Before you automate anything, the way your company works has to be put in order.
- 01
Information lives in eight different places
Spreadsheets, chat threads, shared drives and the memory of three people. Nobody knows which version is the good one.
- 02
Every process depends on someone remembering it
Procedures are not written down, they are passed on in conversation. When that person leaves, the process leaves with them.
- 03
The team loses hours on work that needs no thinking
Copying data from one place to another, writing the same report every Monday, chasing people for status updates.
- 04
You bought AI, and nobody uses it
With no system to sit in, an AI tool is one more browser tab that gets abandoned in two weeks.
Where the week goes
The same Monday, twice
An example, not a measurement. The point is not the exact minutes, it is that nobody ever decided this would be the process. It just ended up that way.
Monday, today
- 9:00You ask in Slack how the launch is going
- 9:40Still no answer, so you ask two more people
- 10:15You copy three statuses into a spreadsheet
- 10:50Someone asks which spreadsheet is the good one
- 11:20The report goes out with yesterday's numbers
Two hours and twenty minutes later, the report is out and the numbers in it are already a day old.
Monday, with the system
- 9:00You open the dashboard
The numbers updated themselves overnight. Nobody was asked for anything.
Case study
Cosmos Games: one system, four departments
A studio shipping a game in early access, with programming, art, production and creative direction all on the same release. Task names are blurred because the roadmap is theirs, not ours. Everything else is exactly as their team sees it.
notion · home
The brief
Four departments tracking the same release four different ways
Programming, art, production and creative direction each kept their own list, and none of them agreed. A producer could not say what was finished without asking four people first.
What we built
One task database, and a view for every role
All the work lives in Acts. Leadership defines what comes next, producers break it down, programming and assets execute, and QA validates. Same data, a different lens per department, so nobody reads a list that is not theirs.
What keeps it alive
Progress that adds itself up
Every parent task rolls up the progress of its subtasks, so the percentage a producer reads is arithmetic and not somebody's guess. Discord automations through Make push the changes to where the team already talks.
- Acts
- Tasks Master
- Outsource
- Bugs & Feedback
- Document Library
- The Roadmap
- Team spaces
- Stack
- Notion · Make · Discord
- Scope
- Task system, roadmap, outsourcing pipeline, automations
- Departments
- Programming, assets, production, creative
notion · roadmap
notion · tasks
Our focus
The workspace your team runs on, built in Notion around how your company is actually structured
We do not sell templates. We study how your team works and design the structure it needs: the modules it will actually use, connected to each other, with the views every role needs and nothing else. Then we automate it.
Built on Notion
The platform we structure your operation on, and the one your team can keep shaping without us.
Order
One linear flow, from the company goal down to the task someone opens on Monday morning.
Hierarchy
Every role sees what it has to act on. Leadership sees the whole picture, nobody drowns in what is not theirs.
One source of truth
A single place where the data lives. Everything else reads from it instead of holding its own copy.
Projects and delivery
Each project with its plan, owners, dates and deliverables. Nobody has to ask where things stand.
Processes and SOPs
Procedures written down and linked to the actual work. The process gets executed, not filed away.
Sales and CRM
Pipeline, follow-ups and proposals connected to the projects that start when a deal closes.
People and onboarding
A new hire knows what to do on day one without taking someone else's morning.
Knowledge base
What the company knows, searchable and alive. Ready for an AI agent to read from it.
Modules are decided with you during the diagnosis. No company needs all six.
What we do
Three layers, and they work in this order
Automating chaos only gets you chaos at higher speed. So we put things in order first, automate second, and add AI where it genuinely pays off.
01Where we start
Team workspace
The foundation. We design and build the place your team operates from every day, with the right data structure from the start.
- Relational database architecture
- Views and dashboards per role
- Migration of what you already have
- Team training
02
Automations
We connect the workspace to the rest of your stack so data moves on its own and processes advance without being pushed.
- Client and project intake handled for you
- Reports that write and send themselves
- Sync with CRM, email and calendar
- Alerts the moment something stalls
03
Custom AI agents
Assistants wired to your knowledge and your real data. Not a generic chatbot: an agent that knows how your company works.
- Customer support on your documentation
- Proposal and report drafting
- Email triage and replies
- Plain language questions about your data
Need a website, a landing page or an online store instead?
See what we build for the webSelected work
Same method, two operations that look nothing alike
A game studio shipping builds and a fashion brand shipping campaigns need different databases, not a different way of thinking. We start from the operation, never from a template.
Game studio · 4 departments
Cosmos Games
One central task system feeding a personal view for every programmer and a single dashboard where producers see finished, running and stuck work across every department. Plus an outsourcing pipeline for external art, VFX and animation, and Discord automations through Make.
- Role permissions
- Producer dashboard
- Outsourcing pipeline
- Make
Fashion brand · Marketing and sales
KLŌS
The same backbone shaped around what a brand runs on: CRM, content calendar, email marketing and an asset vault, linked so a campaign moves from idea to published without leaving the workspace or asking anyone where the file is.
- CRM
- Content calendar
- Email marketing
- Asset vault
How we work
From the first call to a live workspace in two weeks
A four phase programme with fixed scope. The first two weeks put the system in your team's hands. The next two make sure they keep using it.
- 01
Diagnosis and strategy
Week 1
We map how you work today, find the bottlenecks and agree on priorities, scope and what the system has to achieve.
What you get
- Diagnostic document
- Map of your current processes
- Goals and metrics for the system
- Roadmap with fixed scope
- 02
Design and build
Week 2
We design the architecture, spaces, databases, permissions and naming conventions, and build the structure in Notion. Your team is working inside it by the end of this week.
What you get
- Workspace architecture
- Core databases
- Dashboards for leadership, operations and team
- System conventions and Drive structure
- 03
Rollout and adoption
Weeks 3 and 4
We land the system in the daily routine: owners, flows, rituals and training, so the team uses it without friction instead of going back to the old habit.
What you get
- Operating flow with owners
- Follow-up routines
- Quick usage guides
- Communication channels and rules
- 04
Automation and optimisation
Week 4 onward
We automate what repeats and tune the system against real usage, so it stays fast and keeps holding up as the team grows.
What you get
- Automations in Make or n8n
- Integrations with your stack
- Simplified flows and dashboards
- Maintenance checklist
Slack
A shared channel with your team, not a ticket queue.
Notion
Daily visibility on what we are building, live.
Check-in call
Every two weeks, to decide instead of report.
FAQ
What people ask before they start
Who do you work best with?
Teams that need to put their operation in order and standardise it, and that have someone able to decide. We check the fit works both ways in the diagnosis before either side commits.
What does it cost?
It depends on the size of the system and the number of automations, or on the size of the site. After the diagnosis you get a proposal with fixed scope and fixed price. No open hours, no surprises halfway through.
Do you work with small teams?
Yes. That is where it shows fastest: the fewer people you have, the more expensive repetitive manual work becomes.
Why Notion and not another tool?
Because it holds relational databases, documentation and daily work in the same place, and your team can change it without waiting on a developer. If your case calls for something else, we will say so in the diagnosis. We do not force Notion where it does not fit.
Does this lock us into Notion?
The workspace runs on Notion and the automations on Make or n8n, so those are the tools you keep. They are cheap, standard and your data can be exported. What we write from scratch, stores, admin panels and websites, has no platform underneath it at all and is fully yours.
We already use Notion, but it is a mess. Can you help?
That is the most common starting point. We audit what exists, keep what works and rebuild the structure underneath. Starting from zero is rarely necessary.
What if the team does not adopt it?
That is the real risk in any project like this, which is why training and post launch adjustment are part of the delivery and not an upsell. We design with the people who will use it, not only with leadership.
Do the AI agents get access to our data?
Only to what you decide, with scoped permissions. We define together what each agent can read and what it is allowed to do, and we document it.
Your own numbers
Count it in your own numbers
Move the two sliders. We are not claiming anything about your team here, you are: the numbers are yours and the arithmetic is on screen.
Your estimate, not our claim. Nobody has measured your team yet, and that is most of what the first call is for.
Start by finding out where your time actually goes
A 30 minute call, free and with nothing attached. You walk away with a read on your processes and a clear idea of what to put in order and automate first.