How to Make a CRM in Notion and Automate Data Entry

January 19, 2025 |

5 min read

by Harish Kumar

an illustration of how to make a crm in notion

Customer Relationship Management (CRM) is essential for businesses of all sizes. A CRM system helps you manage contacts, track leads, and build strong customer relationships.

While tools like Salesforce are powerful, they’re often expensive and complex. That’s why Notion is a fantastic alternative. It’s simple, cost-effective, and highly customizable for managing projects and tasks.

Learn how to make your personal CRM in notion for free and automate data entry with the help of online forms and workflow automation tools such as Zapier.

When paired with online forms, Notion makes data collection seamless. You can automatically feed customer details, feedback, and leads directly into your CRM. In this blog, you’ll learn:

Types of CRMs and their uses.
Steps to create a CRM in Notion.
How to automate data collection with online forms.

Types of CRMs

There are three main types of CRMs designed for specific needs.

1. Operational CRM

This type focuses on managing workflows and tracking leads efficiently.

Purpose: Automates repetitive tasks, organizes sales pipelines, and streamlines customer service.

Example: A small business tracking sales progress and managing customer interactions.

In Notion: Use CRM templates for lead tracking, kanban boards, and sales progress tracking.

2. Analytical CRM

These CRMs analyze customer data to improve decision-making. Purpose: Tracks trends, measures ROI, and predicts sales outcomes.

Example: A marketing agency analyzing campaign performance.

In Notion: Leverage databases with deep filtering options, charts, and advanced reporting.

3. Collaborative CRM

Collaborative CRMs enhance communication within teams and with customers. Purpose: Shares relevant information across departments for a unified customer experience.

Example: A team managing shared client information and tasks.

In Notion: Build shared workspaces with custom permissions to manage client data. Notion’s flexibility lets you build CRMs tailored to any of these categories.

How to Make a CRM in Notion

Building a CRM in Notion is simple and requires only a few steps.

Step 1: Set Up Your Database

Open a Notion page and select “Database Table” as your base.
Add columns for customer name, email, phone number, status, next steps, and notes.

Step 2: Customize Your Views

Use Kanban View to visualize sales pipelines and move leads through different stages.
Switch to Calendar View for follow-up scheduling.
Explore other database views like lists and galleries for specific tasks.

Step 3: Add Tags and Filters

Use tags such as “Lead,” “In Progress,” or “Closed” to track progress.
Apply deep filtering options to sort by priority, deadlines, or team assignments.

Step 4: Leverage CRM Templates

Use Notion CRM templates to save time on repetitive tasks like onboarding or follow-ups.
Customize templates to include deal size, preferred contact methods, and other metrics.

Step 5: Integrate Additional Features

Add widgets for charts, summaries, and metrics visualization.
Use Notion databases to link tasks, projects, and sales metrics for a full overview.

How to Automate Data Entry

Now let's see how to automate the data entry using online forms:

Step 1: Set Up a Notion Database

Start by creating a database in Notion where your form responses will be stored. If you already have one, skip this step.

In Notion, click + Add a page and choose Database > Table.
Name your database and add columns for each question in your form (like Name, Email, or Feedback).
Set the right column types, like Text or Multi-select, and add choices for dropdowns if needed.

This will be your central hub for storing data.

Step 2: Create a Form in Formester

Log in to Formester and click + New Form. Use the drag-and-drop builder to design your form with fields that match your Notion columns. Customize it with themes, conditional logic (e.g., hide questions based on answers), or autoresponders to thank users.

Once your form is ready, it’s time to connect it with Notion!

Step 3: Connect Formester to Notion

Use Zapier to link your form to your Notion database.

Go to Formester’s Automation tab and select Notion.
Set Formester as the trigger app and choose New Form Submission.
Select your form and test it with a sample response.
Choose Notion as the action app and map your form fields to your Notion columns.

Now, every form submission will automatically update your Notion database!

Submit a test form and check if the data appears in your Notion database. Once it works perfectly, publish your form.
Share the form link via email, social media, or embed it on your website to start collecting data automatically.

With these simple steps, you’ll collect data effortlessly and keep everything organized in Notion!

Conclusion

Using Notion as a CRM system is an affordable and flexible solution. With features like kanban boards, database views, and CRM templates, you can track leads, manage client information, and simplify workflows.

When you connect Notion to tools like Formester, you can automate data collection and focus on what matters most: growing your business.

Start building your Notion CRM today and explore Formester to improve your workflow.

How to Make a CRM in Notion and Automate Data Entry