Building a personal networking CRM using no-code tools

Executive overview

Most people know they should maintain their professional network but never act on it. A CRM alone won't change that — without a task to prompt you to look at it, the data sits idle.

This video walks through building a two-table CRM in SmartSuite, pairing it with recurring tasks, and defining three metrics to measure whether the system is actually working.

A networking system only works when data is connected to scheduled action.

Choosing a CRM tool

• Start by checking existing tools, then integrations, then DIY options
• SmartSuite chosen over ClickUp for stronger native CRM features
• Any no-code database tool (Notion, Monday, Coda) supports the same two-table structure
• Task management tools (Asana, ClickUp) have a different structure — less suited here

The two-table CRM structure

• Every CRM has two components: a humans table and an interactions log
• Multiple interactions link to one human via a relationship field
• This structure allows one interaction to connect to multiple people simultaneously — avoids duplicate logging
• Duplicating an existing internal CRM (from a membership community) saved build time

The humans table

• Four fields visible above the fold: days since last interaction, status, interaction log link, key info/relationships
• Status options: stranger, partially know/like/trust, fully know/like/trust, not a fit
• Days since last interaction is a formula field: latest interaction date minus today
• Key info field is a freeform sub-item — use it to store personal details, gift ideas, anything memorable
• General information (location, background) kept in a collapsed section for cleanliness

The interactions log

• Each record holds: a notes field, linked human(s), and an interaction date
• Linking to multiple humans means one event logs once, not repeatedly
• A shared form replicates the same fields — useful for quick logging without opening SmartSuite
• Set the form as a browser default page so it appears on every new tab — removes friction

Turning data into action with tasks

• Data alone doesn't drive behaviour — a scheduled task is needed to prompt CRM review
• Routine 1 (every 30 days): check for anyone with no contact in 90+ days and send a message or change their status to "not a fit"
• Routine 2 (every 30 days): pull metrics to assess whether the system is working
• If the idea of contacting someone feels like dread, that's a signal to reclassify them, not an obligation to act

Metrics to track

• Three metrics defined to measure system health:
  1. Total humans in the system (quantity)
  2. Humans with a "fit" status (quality)
  3. Number of logged interactions (the leading metric — what you directly control)
• The leading metric mirrors a gym tracker: it measures whether you showed up, not the outcome

Dashboard setup

• CEO CRM dashboard in SmartSuite with four widgets:
  1. Humans by status
  2. Interactions over time (by month)
  3. Interactions this month vs. previous month
  4. Humans this month vs. previous month
• Widgets auto-update as data comes in — no manual reporting