Build your personal CRM in Notion.
One database for the people you know, the last time you spoke, and what you want to remember. Start with three views and two formulas, then set up the date reminders you need.
The system, step by step
Use the properties below as a starting point. Keep only the details you want to maintain, and add more fields when your routine calls for them.
1. One database: “People”
| Property | Type | Why |
|---|---|---|
| Name | Title | The person. |
| Circle | Multi-select | Work, University, Running Club. How you know them. |
| Cadence | Select | Weekly / Biweekly / Monthly / Quarterly / Yearly. |
| Last contacted | Date | Update this after a conversation so the next contact date stays useful. |
| Next due | Formula | dateAdd(Last contacted, N, "days") based on Cadence (see step 3). |
| Overdue? | Formula | Shows 🔴 when the next contact date is before today (see step 3). |
| Birthday | Date | Use a calendar view; configure date reminders separately. |
| Notes | Text | Partner’s name, what they’re working on, what you last talked about. |
| Location · Socials · Phone · Email | Text/URL | The contact-book part. |
2. Three views, not ten
Filter: Overdue? contains “Overdue”. Sort by Next due. This is your home view, the list you work through.
Calendar view on the Birthday property. Glance every Monday.
The full table, grouped by Circle, for editing and adding people.
3. The two formulas
Set a cadence and a last-contacted date first. Monthly and quarterly use 30 and 90 days here. The formulas create a review list; set date reminders separately for notifications.
4. The weekly ritual
Every time you text, call, or meet someone: open the database, find them, set Last contactedto today. Once a week, open the 🔴 Overdue view and reach out to whoever is on it. That's the whole system.
When a dedicated app helps
Notion can send notifications for date reminders. The formulas above provide a visual follow-up list; they do not create those notifications automatically. You can keep this setup simple, or configure dates and reminders to fit your routine. Read Notion's reminder guide.
PersonalCRM gives you contact frequencies, notes, and dated reminders in one place. Log a check-in after a conversation and the next contact date updates automatically. Use it on the web or in the native iPhone app, with a free web plan for up to 100 contacts.
Questions about the Notion setup
Yes. Use the database structure and formulas below to build it in your own Notion workspace. No PersonalCRM account is required.
Prefer a spreadsheet? There's a Google Sheets version of this template too. Weighing Notion against a dedicated app? Read the full PersonalCRM vs Notion comparison.