Test and Finalize an Automated Beta Testing Management System

We already built the Notion database structure (Testers DB, Freelancers DB, Sessions DB, Freelancer Portal).Now I need a pro to:

Verify my setup (check all properties, relations, rollups, formulas).
Fix any mistakes and ensure privacy rules are correct.
Integrate automation flows (via Make, LemCall, OpenPhone, Google Forms).
Run a dummy test with sample testers & freelancers to confirm the system works end-to-end.
✅ System Scope (already designed)1. Notion Setup (already created, needs verification & cleanup)

Testers DB
Fields: First Name (title), Last Name (hidden), Email (hidden), Phone (hidden), Timezone, Special Health Issue (Yes/No), Shipping Address (hidden), Assigned Diet Coach, Backup Diet Coach, Assigned Mental Coach, Backup Mental Coach, Sessions (relation), Sessions Completed (rollup), Next Session (rollup), Feedback Avg (rollup), Engagement Tag (Select: High/Follow-up/Premium/Inactive), Signup Date, Scale Shipped (checkbox), Scale Shipped Date (date), Kickoff Sent (checkbox).
Freelancers DB
Fields: Name (title), Role (Nutritionist/Dietitian/Mental Coach), Email (internal), Phone (internal), Assigned Testers (relations), Backup Testers (relations), Sessions Led (relation), Total Sessions (rollup), Average Rating (rollup), Onboarding Date, Notes.
Sessions DB
Fields: Session Title, Tester (relation), Freelancer (relation), Start Time, End Time, Status (Planned/Completed/No-show), Completed? (formula), Feedback Score (number) manually entered by admin, Is Upcoming? (formula), Is Due Soon? (formula).
Freelancer Portal (linked views)
Linked Testers DB (filtered by assignment, hides Email/Phone/Address/Last Name).
Linked Sessions DB (filtered by assigned Freelancer).
Duplicate views per freelancer for privacy.
2. Automation Flows (via Make)

Signup Form → Notion
Google Form (Name, Email, Phone, Health Qs, Timezone, Shipping Address).
Auto-create tester in Notion with data.
Shipping Confirmation
Admin manually checks “Scale Shipped” + sets Scale Shipped Date.
Automation waits 5 days → sends Week 1 Kickoff email.
Session Scheduling & Reminders
LemCall booking links sent in emails (Week 1, Week 2, Week 3).
Reminders triggered from Sessions DB (using Is Upcoming? / Is Due Soon?).
Call Logs
OpenPhone integration → logs & transcriptions attached to tester session in Notion.
Feedback & Engagement Tagging
Week 4 → automatic survey link sent.
Feedback auto-updates Engagement Tag (High / Needs Follow-up / Premium / Inactive).
3. Testing Requirement

Before handover, freelancer must:

Create dummy data (2 testers, 2 freelancers, 4 sessions).
Run through full flow:
Signup → Shipped → Kickoff email → Booking → Session → Feedback → Engagement Tag.
Confirm that all relations, rollups, formulas, filters work correctly.
Confirm privacy: freelancers only see their own testers & sessions.
Integrate automations (Make, LemCall, OpenPhone, Google Forms).

Run a full dummy test (2 testers, 2 freelancers, 4 sessions).

✅ Scope (already designed):
Notion Setup

Testers DB: Name, hidden info (Last, Email, Phone, Address), Timezone, Health Issue, Assigned/Backup Coaches, Sessions (rel), Sessions Completed/Next Session/Feedback Avg (rollups), Engagement Tag (High/Follow-up/Premium/Inactive), Signup Date, Scale Shipped + Date, Kickoff Sent.

Freelancers DB: Name, Role, Email/Phone (internal), Assigned/Backup Testers, Sessions Led (rel), Total Sessions/Avg Rating (rollups), Onboarding Date, Notes.

Sessions DB: Title, Tester, Freelancer, Start/End, Status (Planned/Completed/No-show), Completed? (formula), Feedback Score, Is Upcoming?/Due Soon? (formulas).

Portal: Linked/filtered Testers & Sessions, duplicate views per freelancer for privacy.

Automations (Make):

Signup Form → Notion auto-creates tester.

Shipping → 5d wait → Kickoff email.

Session scheduling via LemCall links + reminders.

OpenPhone logs to Sessions.

Week 4 survey → auto-updates Engagement Tag.

Testing & Deliverables:

Confirm end-to-end flow + privacy.

Deliver Vivahab Beta Ops Hub (Notion + Automations).

Short Loom (≤10 min) walkthrough + doc of manual steps.

Deliverables
Working, tested Vivahab Beta Ops Hub (Notion + Automations).
Documentation (short Loom walkthrough of system).
List of any small manual steps needed (ex: scale shipping).
Freelancer must record a short Loom (max 10 min) walking through the system setup, explaining how data flows and privacy is enforced