<aside> <img src="/icons/info-alternate_blue.svg" alt="/icons/info-alternate_blue.svg" width="40px" /> Plan on about 30 minutes to replace the sample records with your own. Works on the free Notion plan.

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The idea

A care plan only stays profitable when nothing slips: a domain lapses, a form dies quietly, a client asks what they pay for. This system keeps one record per site, generates a visible monthly run for each one, and gives you the numbers to send in the report.

Setup in five steps

1. Care Plans: set your own tiers, price and hours. Use the Pricing worksheet in Playbooks.
2. Clients: add each client and link a plan. Monthly fee and annual value calculate themselves.
3. Websites: add each site with its domain, SSL and hosting dates. Copy the dates from your registrar and host, then let Renewal alert watch them.
4. Care Runs: create one run per site for the current month and link website and client. To automate it, open the New button menu in Care Runs, add a template, and set Repeat to monthly.
5. Delete the sample rows: every sample client name ends in (sample) and every sample site ends in .example.

Your monthly rhythm

• Week 1: send invoices and work through the care runs board.
• Week 2 and 3: handle renewals due within 30 days and open requests.
• Last week: send reports using the Monthly client report playbook, then mark each run Report sent.

Rules that keep this safe

• Never store passwords here. Credentials live in records only the location of the login, such as a vault name in your password manager. Client pages get shared and exported.
• Moving a client off a plan: clear the Plan field when a client churns so Plan MRR stays honest.
• Renewal dates: update the date on the site after renewing, and add a line to Renewal Log for the receipt. The alert clears by itself.

Need help?

Write to [email protected] with the name of this template. Made by Design Master Solutions, a web agency that runs its own client sites this way.