Free template
A personal CRM in Google Sheets: the 8-column version that works.
One sheet, eight columns, two formulas, one conditional-formatting rule. Overdue people sort themselves to the top in red. Free to copy. And below, the honest note on why spreadsheets stop working around month three.
Build it in 5 minutes
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", "✓"). Sorts overdue people to the top. |
| 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.
Where this breaks (honestly)
The sheet can show you who's overdue, but it can't tellyou. No push notification, no birthday nudge. The system only works while you faithfully open it and type dates by hand. Two busy weeks and the data is stale; stale data kills trust; and a contact system you don't trust is a system you stop using.
PersonalCRM is this sheet as an app: updating “Last contacted” is one tap, the 🔴 rows become quiet push notifications, and birthdays remind you by themselves (web + native iOS). Free while in beta, and your sheet imports directly as CSV/XLSX.
Fair questions
Yes. Make a copy into your Google account and it’s yours forever. No email gate. We build PersonalCRM, and a good spreadsheet today beats a bad app.
Prefer Notion? There's a Notion version of this template too.