Notion CRM Template 2.0: Contacts, Pipelines & Segmented Lists

CRM Template 2.0

Not all leads are created equal. And not all leads end up where you think they might.

Developing systems to not only store leads and contacts, but to segment, rank and retarget based on where they are in the flow is a superpower for improving the efficiency of your lead generation efforts.

So, let's walk-through this pre-built Notion CRM template that makes those processes dead simple.

*Heads up: This template has now been updated to our improved 2.0 system; best tutorial for this template will be found in the video recording above :) The below info is still generally useful for how to navigate the contacts database.


In the CRM, you can sort the main database according to three main views:

  1. By Status;
  2. By Source; and
  3. By Type

The status view lets you quickly move contacts between various stages of your funnel. Simply drag and drop a contact from the status board view into the relevant 'status' list and voila: their status has been updated.

Every business is unique, and so your funnel or customer journey may vary from the pre-built 'status' tags in this CRM. Those are:

  • Not Contacted;
  • Contacted;
  • In Conversation;
  • Circle Back;
  • Active;
  • Idle; and
  • (hidden) Archived

Fortunately, the CRM is entirely customizable, so you can update these labels to better suit your funnel (👋 goodbye to making do with static CRM software labels).

The source view lets you sort your database based on where you collected this contact.

With the same caveat about tailoring these labels to your needs, pre-built into the CRM you'll find:

  • Freelance Marketplace;
  • Website;
  • Referral;
  • Social Media;
  • Community;
  • Prospecting Tool;
  • Event; and
  • Happy Accidents (or, 'unknowns')

Finally, the type view lets you sort your database according to the type of business relation you are hoping to establish (or have established) with this contact.

Preset types include:

  • Partnership;
  • Client;
  • Influencer;
  • Customer;
  • Member;
  • Advisor; and
  • Reviewer or Publication.


As well as filtering your CRM based on the views mentioned above, you can also rank sort the lists within each of those views.

By default, the views are sorted by 'Good Fit descending'. Which is to say, at the top of each category, you will see the highest rated (or 'best fit') contacts, and this will degrade down to the bottom of the list where you will find the lowest rated contacts.

You can sort each view based on any contact property in the database, however, some other useful sorts might include:

  • Association (to group contacts from the same company or entity);
  • Name (to get an alphabetical list);
  • Segment (to sort by vertical); and
  • Lead Added date (to rank most recently added contacts toward the top).

Adding Notes

While the CRM fields allow you to powerfully sort, filter and segment your database, they aren't the best place to write long-form comments, notes or leave rich text information about a contact.

This is best done within the 'page view' of your contact.

To enter the page view, simply click on the desired contact's 'block' in the board view and it will open to reveal more information about this contact.

You can also view each contact as a full page by hitting the 'Open as page' icon in the top left corner.


Collecting feedback from your contacts is one thing. Storing it in a way that's easily filtered and viewed is another challenge altogether.

In this CRM, we've made a distinct field for 'feedback', so that you can filter it with the full power of your Notion database's sorting and views capabilities.

Enter any client feedback into the contact field 'Feedback', then navigate to the 'Feedback' view of the main CRM.

From this view, you'll be able to see all contacts that have provided feedback, along with the actual text added.


If you need to clean up your CRM, make space or simply remove a contact from the main view, but you don't want to delete their details altogether, you can change their status to 'Archived'.

Archived contacts will not show in most CRM views, by default, but you can always access them from the 'hidden groups' menu in the 'By Status' view of the main CRM.

Linking the CRM to Projects

And for those of you who are interested in taking this Notion CRM capabilities even further, you can also link contacts directly to other databases in your workspace.

As an example, if you wanted to link a client with an active Project in a separate database, you can:

1. Create a new Relation property in the contact database

2. Link this new property to your respective Projects database;

3. Browse the new properties list of projects, then add the projects that are related to the given contact;

4. Update the label of the newly generated property in your Projects database to 'Project Owner', or something similar.


The power of using Notion as a CRM for your solo business comes down to just one word: customizability.

Get started with the cloneable template, free, by creating or logging into your Landmark account tailor it to your specific needs. And if you're looking for a way to simply and quickly integrate this CRM into your entire business operations, that's why we built Clarity OS; to save you time fiddling and tinkering, so you can spend more time on lead gen and relationship building.

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