How Well Aware built a relationship awareness hub in Notion with 2sync
Consulting FirmA business support firm syncs Google Calendar into Notion to track every client interaction automatically, giving their sales partner full relationship context without anyone changing how they work.
Google Calendar
Gmail
Key Results
2022
Customer since
Running automations continuously since day one
1,400+
Items synced
Calendar events flowing into Notion automatically
3
Active automations
Two for internal use, one supporting a client workspace
About Well Aware
Well Aware helps business owners and leaders reclaim time through virtual assistance, operational support, and time management solutions. Founder Conrad Ruiz manages multiple client engagements simultaneously, using Notion as his central awareness system while running Go High Level for CRM, Gmail for communication, and Google Calendar for scheduling.
The challenge: Multiple systems, no unified awareness
Conrad's business runs on specialized tools that each do their job well. Go High Level handles CRM pipeline, Gmail handles communication, Google Calendar handles scheduling. But none of them gives a unified view of client relationships and activity.
Relationship data lived in silos
Client interactions were scattered across Gmail, Google Calendar, and Go High Level. There was no single place to see the full picture of a relationship at a glance.
Zapier was painful and limited
Previous attempts to connect tools with Zapier were frustrating and unreliable. Some workflows broke, others simply weren't possible to build.
No way to manage client databases at scale
Well Aware manages multiple client workspaces in Notion. Conrad needed a way to run separate automations per client database, all connected to the same workspace.
No awareness layer across tools
Conrad wanted Notion as his "system of awareness" sitting above his various "systems of action," but there was no reliable way to get data flowing between them automatically.
The solution: Notion as the awareness layer, powered by 2sync
Conrad built a relationships database in Notion and used 2sync to pipe Google Calendar events into it automatically, with Gmail sync currently being configured. Notion became the single place to understand all client activity without replacing the specialized tools his team already relied on.
Calendar events build a relationship timeline
Google Calendar meetings with clients flow one-way into Notion, creating activity records linked to the right contact. Relation property mapping connects events to the relationships database automatically.
Gmail sync being configured for full correspondence context
Gmail integration is currently being set up to sync email conversations into Notion. Once operational, the team will see all communications with a client in one place, and the fractional sales partner will be able to check outreach activity per relationship without asking around.
Notion becomes the system of awareness
Go High Level handles the CRM pipeline. Gmail handles communication. Google Calendar handles scheduling. Notion ties it all together as a single source of truth for relationship context.
Multiple client workspaces from one setup
Conrad runs automations across multiple Notion databases within the same workspace, keeping client data separate while maintaining a unified operational view.
Implementation: Start small, prove value, scale
Conrad signed up in November 2022 and started with a single Google Calendar sync. He expanded to multiple automations across two accounts as the business grew.
Built the relationships database in Notion
Created a central database for tracking client relationships with properties for contact details, engagement history, and relationship context. Set up linked relations between activity records and contacts.
Connected Google Calendar with one-way sync to Notion
Configured a one-way sync from Google Calendar into Notion's activity database. Calendar events with client attendees automatically create records linked to the right relationship using relation property mapping.
Configuring Gmail integration for email context
Setting up Gmail sync into Notion using label-based filters. Once fully operational, email threads will appear alongside calendar events, giving the team a complete view of all client correspondence.
Scaled to multiple automations across workspaces
Expanded from one automation to three. Two automations handle internal operations, while the third supports a client's workspace. Each database gets its own sync configuration while Conrad maintains a unified view.
The results: Awareness without workflow disruption
Conrad's setup runs continuously. Over 1,400 calendar events have synced into Notion, the team uses their preferred tools, and the sales partner has full relationship context on demand. Gmail sync is currently being configured to complete the picture.
"I wanted Notion to be my system of awareness. I have systems of action, systems of pipeline, systems of communication. All those systems have data. All I want is for that data to find its way back to one central system. 2sync makes that happen, and it's the cheapest cost of goods sold I've found."
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