Resources
Building a CRM in Notion
Growth in Allied Health depends on how well you manage referrers, partners and relationships over time. This recorded session builds a CRM in Notion live from a blank workspace, with the focus on system design rather than Notion features.
Recorded live on 14 January 2026. Runs 58 minutes.
Chapters
31
- Play from 0:00 Intro
- Play from 1:11 Why Notion databases are the key
- Play from 2:06 Setting up the master database area
- Play from 2:52 Building the companies database
- Play from 4:24 Why flat spreadsheets fall apart
- Play from 6:11 The contact info problem with spreadsheets
- Play from 6:56 The comments problem with spreadsheets
- Play from 7:29 Using page comments instead
- Play from 9:03 Building the contacts database
- Play from 10:14 Filtering and archiving contacts
- Play from 12:17 Linking companies and contacts (relations)
- Play from 13:49 One contact, multiple companies
- Play from 16:20 Why Allied Health businesses need to leverage their data
- Play from 18:21 Customising page layouts and tabs
- Play from 19:29 Why Notion over HubSpot or Salesforce
- Play from 22:03 Building the deals database (third layer)
- Play from 24:10 Linking deals to companies and contacts
- Play from 25:05 Adding deal value and type
- Play from 28:24 Creating pipeline stages
- Play from 29:55 Kanban board view for your pipeline
- Play from 33:33 Tracking deals through the pipeline
- Play from 35:10 The nurture stage explained
- Play from 37:16 Why follow-ups matter in Allied Health
- Play from 39:26 How top practices do it
- Play from 41:14 Automations and notifications
- Play from 43:01 Meeting notes database with templates
- Play from 45:43 Projects and time logs databases
- Play from 48:38 Why I use Todoist for tasks instead
- Play from 50:08 Building the CRM dashboard
- Play from 54:14 Quick add buttons
- Play from 56:12 Wrapping up and next steps
What the session covers
Everything is built live from a blank workspace, so you see the decisions and trade-offs as they happen.
How a CRM is structured
- Why spreadsheets break down for relationship management
- How CRMs are structured using linked databases
- The core CRM model of companies, contacts and deals
How you run it
- Tracking referrers, partnerships and opportunities without duplication
- Using pipelines and nurture stages to manage follow-up over time
- Building simple dashboards to see priorities and activity at a glance
Who it is for
Allied Health owners, practice managers and operational leads who track referrers, partnerships or outreach by hand, and anyone using or considering Notion for business systems.
Most providers already have useful data sitting in spreadsheets, inboxes or practice management platforms. A CRM is how that data becomes usable.
What you need
A basic familiarity with Notion helps but is not required, because the systems thinking transfers to other no-code tools. The CRM sits alongside your practice management system rather than replacing it.
Want this set up properly?
The session covers the principles. Applying them to your referrer network, your pipeline and your growth stage is where the value sits. Book a discovery call and we will work out what is worth building.