Build your personal CRM in Google Sheets.
One sheet, eight columns, two formulas, and one conditional-formatting rule. Highlight overdue contacts and sort by the next contact date when you plan your follow-ups.
Build your contact tracker
1. The columns
| Column | Contents | |
|---|---|---|
| A | Name | The person. |
| B | Circle | Work, University, Friends (data validation dropdown). |
| C | Cadence (days) | 7, 14, 30, 90, or 365: how often you want to be in touch. |
| D | Last contacted | A date. Update it every time you reach out. |
| E | Next due | =D2+C2, the date this person is due again. |
| F | Status | =IF(E2<TODAY(), "🔴 OVERDUE", "✓"). Marks overdue contacts; sort by Next due to review them. |
| G | Birthday | A date, for the birthday check. |
| H | Notes | What they’re working on, what you last talked about. |
2. The formulas (row 2, then drag down)
3. Conditional formatting + sort
Format → Conditional formatting → range A2:H, custom formula =$F2="🔴 OVERDUE", light-red fill. Then sort the sheet by column E ascending, so overdue people rise to the top. Once a week: open the sheet, work from the top down, update column D as you go.
When a dedicated app helps
This setup highlights overdue contacts when you open the sheet. It does not include notification automation: you update conversation dates and review the list yourself. If that already fits your week, a spreadsheet may be enough. If you want reminders and a contact timeline built in, try the same routine in PersonalCRM.
Record a check-in to update the next contact date, save context in notes, and set reminders for specific follow-ups. PersonalCRM works on the web and in its native iPhone app. The free web plan covers up to 100 contacts, and you can preview a CSV or XLSX import.
Questions about the Sheets setup
Yes. Use the eight columns and formulas below to build it in your own Google Sheets account. No PersonalCRM account is required.
Prefer Notion? There's a Notion version of this template too.