If you're going to be using
Notion to run your business, a well constructed CRM is key. It's going to be the centerpiece for your
entire Notion workspace, and it's going to allow you to see the companies you're
working with, the amount of revenue that you're bringing in, and the people that
you're working with on a daily basis and all of their contact information. In this video, I'm going to show
you how to build a CRM from scratch. My name is Ben Taylor, and I'm a three
time certified Salesforce consultant that has helped 50 plus companies
implement Salesforce and maintain it, as well as I'm a Notion expert. We're going to be leaning on my
CRM experience in this build. If you're new to Notion and need me
to slow down during the video, what you can do is come to the settings,
and then set the playback speed to 0. 75 or 0. 5. So it can go a little bit slower
for you as you're learning everything from scratch, And you're more than welcome
to rewind in certain parts Before we start the build, make sure
to like and subscribe because I'm going to be sharing more videos in
the future on how to build onto the functionality of this exact CRM template
we're going to be building together. Let's jump right into it. So to start off with our build of our CRM,
you're going to come over to the left hand side and you're going to create a new page
and we're going to create a blank page and then this page that we're going
to be creating is going to house all of our databases and our views. So we're going to name it CRM home,
then you're going to select empty page and then for the CRM home, we're going
to come up here to the top right and we're going to make this full width. Then we're going to come
here to the body of the page. And we're going to first start
off with our company database, also known as accounts. And what this is going to house is all
of the companies that we're working with. And this is going to be the most important
database that we're creating here. And it's going to be at the top of
the hierarchy, and we're going to set it up strategically to pass down
information to the rest of our CRM. to create this database, we're
going to do a slash, and then we're going to search for page. Then The name of this is
up to your preference. You can either name it accounts,
or you can name it companies. You're then going to select table. And then we're going to, on the right
hand side, select create new database. Then here where it says table,
let's change this to all view. So we're going to have one view
where we can see all of our accounts. And then here you can select the
icon and add whatever one you like. For accounts, I like to choose this
building one here for the cityscape. Then let's go ahead and get
rid of this tags property. So let's click on it and then
just select delete property. So to start off, we're just going
to create a account and we're just going to name it Google. And let's go ahead and add
some properties on here. So press the plus button here and
then come over to the right hand side. And the first thing that we're
going to create is the type of relationship that we have with Google. So here we're going to
write in a relationship. And then for options, obviously
they can be specific to your business, but some ones that I
typically like to enter are prospect, customer, partner, customer, and finally competitor. Then if you want to go ahead and change
the color code of any of these, all you have to do is just click on them,
and then you can select a new color. So for this one, let's go ahead and
change it from red to light gray. And then, I don't really like this
yellow color, so we're gonna change this to, We're gonna change it to purple. And then we're gonna change this one to... Green and former customer. We're going to change that one to red Next property we're going to create
is we're going to add a URL for the company website And we can
just type in website here for that and then we're going to add in person
and Instead of being named person. We're actually going to change it
to be owner And you're going to use this to signify who exactly on your
team owns this certain account and works with them on a daily basis. So I went ahead and marked
myself as the owner for this one. Let's go ahead and fill in
some of this information. So this is www. google. com. And then the relationship is,
let's say that they are a customer. Now let's add the number of employees. So come over here and we're
going to add a number property. And we're going to name this one. Employee and then just
do the number symbol and then that should be
enough for us for now. Obviously, if there's some unique
things that you track for your business for companies, definitely
go ahead and add those as properties. But one thing also we want to do here
is the relationship and the owner is going to be really important for us. So we're going to freeze
up to the owner column. So have relationship and owner
as the first two, and then we're going to freeze up the column. And that makes it so whenever we add
some more fields here on the right hand side, that we're always going to see
that relationship and owner property. So we never forget about that Next up, let's continue to
lay the foundation of the CRM. And so we're going to come up
here to the breadcrumbs and we're going to select CRM Home. And then underneath Accounts
and Companies, we're going to create another database. And we're going to name this one Contacts. Or you could also name
this database People. Really up to your preference. And then we're going to create a table. Again, we're going to create a new
database over here on the right hand side. And then let's remove this tag property. We're going to create
another view that is for all. So name this one all. And then for context, let's go ahead
and give the symbol of like a person. So let's choose this one. Then you can also add an icon up here
in the top left for the database. And we're going to give
it that same symbol. And so I'm going to enter my name in here. So my name is Ben Taylor. and then let's store some
information about me. So we're going to create another property. And then we are going to
first enter what my title is. And we're going to enter in founder. Then after title, we're going to create
another property and what we're going to do is we're going to do a select and we're going to name this status. And what we're going to use this status
for is representing if we've like contacted this person before, if they're
unqualified so that whenever we're bringing up views and we want to do
some either marketing or sales outreach, we have a good idea of whether or not
we should reach out to this person. So we're going to add the option. First off, we're going to do unqualified. Then let's add in another
one for do not contact. So we can have a list of people
that we want to make sure we don't include in our marketing outreach. Let's add another status that is
called the working So we can signify to the rest of our team that we are
actively working with this person. Let's also add new to represent
that we haven't reached out to this person yet, and that someone should. And that should be good for now. You always can add some more that are
specific to you, but let's go ahead and select me as new for my status for now. And then let's add in some
more contact information. So we're going to do phone number. And then you're also going to add an email next up. We need to be able to signify
exactly who I work for. And the way that we can do that in notion
is by creating a relation property. So we're going to create
a relation property. And what we're going to search
for is that company's database here on the right hand side. And we're going to select
that one that we just created. And we're going to select it. And then here you have the option,
you can limit it to just one page, or there's no limit so you
can relate to multiple accounts. For this, let's go ahead and select
we can only relate to one account. And then we also want to show it on
the account slash company database. And so we're going to relate this
one here as contacts slash people. And this is going to allow
us to see it on that previous database that we just created. going to select add relation. And then here on my relation, we're
going to go ahead and add Google. Now that we have that relation, what
we can do is we can actually pull down data from Google onto my record so that
we're able to see, you know, whether or not Google is a customer and any other
relevant information for your business. So over here on the right hand side, we're
again going to create a new property, and then we're going to select roll up. For relation, you're going to
select accounts slash companies. And then you're going to select
property, and what we're going to pull over first is that relationship
that we have with that account, so we can see that they're a customer. And show original is just
fine for this type of rollup. And then for where it says rollup here,
we're going to rename this and we're going to name it to company relationship. and now we're going to create another
rollup property, which is going to show you exactly why accounts
and companies should be at the top of the hierarchy in our CRM. And we are going to come here
and we're going to create rollup. And then we're going to select accounts
and companies again, but this time for the property we're going to
select owner and then you're going to show the original and then we're
going to change this one to owner. And so that means anybody who is tied
to the Google account and is a contact will be owned by the person that we
set the owner on the account level. Now this is going to help you make
sure over the long term of using the CRM that you have the best
data integrity and that the owners of certain contacts and accounts don't become misaligned. So we're going to pull an owner
over here to the left hand side. Then we're going to pull status
here too to the left side, then we're going to finish off
this contacts and people database by adding in some fields that will
allow us to get a pulse on, you know, when are people editing. as well as be able to better connect
with external systems, maybe in the future if you want to use
like a tool like Make or Zapier. So we're going to add in created time, created by, last time edited,
and then last edited by. And then finally we're
going to add in ID as well. And because we forgot to do that
on the company database, let's go ahead and do that as well. So just select these
four, so created time, created by. And then last time edited, and last
edited by, and finally that ID. And then while you're here, by
default, Notion is always going to create three records whenever
you're creating a new database. Let's go ahead and remove these
just so they aren't annoying us. And then let's go into the
contacts and people one. And let's remove that here, too, as well. And one thing I forgot to do is
let's move this company relationship over to the left hand side,
because this is pretty important. And then, let's select
on company relationship. Let's freeze up the column, so that when
we go ahead and scroll, we're always able to see that status in relationship. right next up let's go back to CRM home
and then we are going to create a new page and we're going to create a database
so we're going to do a slash again and then page And then we are going to name
this one deals, or also people like to call them opportunities as well. once you've entered what you want
to name it, then let's select table. And then we're going to do a new database. And again, we're going to rename
this and we're going to name it all. And then let's come here and we're
going to search for the money sign. And let's select this cache. And then up here, we're
also going to select cache. And then let's remove this tags column. Delete it. And then we're going to add in a property. And we're going to do a select. And for this one, this is
going to be called stage. And what we're going to use this stage
property for is recognizing exactly where the deal is in for our process. go ahead and start adding some stages. So for the first one, we're
going to do prospecting. And then for the second,
let's do discovery. And then for number three,
let's do a proposal. Number four, we're
going to do negotiation. And then we're going to do close one and close lost. And close one is whenever
you've won the deal. And lost is going to be able to
signify in your CRM whenever you've lost deals and will help you identify
some ones that you're losing and where you and your sales team could
possibly improve your sales process. But we're going to come up here and
we're going to start our ordering these. So we're going to do, it's
in one, two, three, four. And then you're going to want to,
perhaps change the colors of these. So I like to personally do green
for close one because it recognizes that you've won some money. And then for close loss,
let's choose this one as red. And then the red and this color are kind
of similar, so I'm going to change that up, and we're just going to do this one
as blue to start off for prospecting. And then next up we're going to create
another select, And this time we're going to name it type and what we're going to
use this property for is being able to recognize whether this is a completely
new deal with a company where you've never want to deal with them before,
or it might be a repeat customer. So, for add option, we're going to
select new, and then we're also going to create one that is named repeat, or
some people also like to call it renewal. Really up to your preference. Then we're going to add a new text field. And what we're going to use this one for
is, we're going to call it next step. And it could be used for just recognizing
where you're at with the deal. And just letting the rest of your
team know, this is what we need to do to be able to close this just
quickly by glancing in notion views. So for the next step for deals, what
we need to do is we need to create a relationship to our companies and account
database, and then as well as the contacts that are associated with our deals. So we're going to press the plus
button here, and then we're going to come to relationship again. And we are going to add accounts
and companies for the limit because there could be multiple deals
associated with a company over time. We're going to leave that at no limit
and then for show on account slash companies, we're going to turn that on and then we're just going to
name this one deals to make it easy and then add relationship. Now let's connect contacts. So again, we're going to
come here to relation. And then we're going to select
contacts and people and then, because again, multiple people can
be related to a deal, no limit. And then for show on contacts and
people, let's turn that on then let's name this one deals again
and then add that relationship. so to play around with some data here,
what we're going to do is we're going to create a opportunity here and we're
just going to name this one Google. And we're going to say that this
is a new deal that we're working. So we're just going to do a slash and
new, and I like to follow this type of naming convention just so it's like kind
of easy to recognize some important data. We're going to select
the stage as prospecting. We're going to select the type as new. And then let's say the first step we
might have is, reach out over email. And then we're going to create
that relationship with Google. And then we're also going
to tie that to my contact. And then while we're here, let's go ahead
and add in some of those created time and other kind of admin level fields. So add created time. Created by. Last edited time. Last edited by. And then let's also get that ID in there. And looking at this right now, you're
probably wondering like, how are you going to signify what is the amount of this? And to create a CRM, that's going
to be great for the longterm. There's actually a little bit
more complexity that we need to add in for these deals. So we're going to create two
additional databases that are going to be related to our products and
then our line items for our deals. So let's go back to the CRM home. And while we're here, I
forgot to change this icon. If you haven't changed it
already, to make it a little bit nicer, let's add that cityscape. And then I'm going to create a page
and then on this page, we're going to create a new table and we are going to
name this one products slash services. I know a lot of you listening out there. have different types of businesses. So you might just be services. You might be product
or perhaps you're both. I personally do both
products and services. So I'm going to show you how I do that. you can make it so it's just one of them. But then we're going to come here to
the table and we're going to rename it and we're going to name it all. And then for this product, let's search for the barcode and we're
just going to select this barcode here. Then let's get rid of
these two other ones here. And then we're going to
remove the tag property. And then let's create another property. And I'm going to name this one type. So we're going to do select. in type. And then here's where we're
going to differentiate between whether it's a product or service. So we're going to name one product. And then we're going to
do the other one, service. Next up, we're going to
create a number field. And what we're going to do
is, for this number format, we're going to change it to U. S. dollar, or, you know, whatever
currency you're watching from. And then for number, we're going
to just change this to price. And then next up, we're going to add a
checkbox field and we're going to use this to signify whether or not this is
a product that you're still selling, or perhaps you've changed the price
and have a new price for this product. And you want to see how
it affects your sales. That's where this checkbox
is going to come into play. And you'll kind of see, you
know, once we get a little bit further in why this is necessary. But let's do active here. And then what we want to do is
also create two date properties. So we're going to first name
this one activated date. And then we're also going to create
one that's called deactivated date. Okay, so now that we have those date
fields in, I want to show you one of Notion's new automation capabilities
and where that can come in handy here. So we're going to come up here
to the top right side and we're going to select the lightning bolt. And what we're going to do is we're
going to press the plus new automation. And then we're going to add a trigger
and we are going to do whenever a page is added, we're automatically going to
make the activated date equal today. So that just makes it so we don't
have to manually do that every single time we're adding a new. product or service. And then what you're
going to do is name it. And we're going to name this
one set activated date to today. Then let's select create. Once you've built that automation, another
thing that you want to do is we're going to create a new automation and we also
want to mark that checkbox as active. So we're going to add a trigger and
we're going to select page added again. And then what we're going
to do is we're going to make active automatically checked. Then for here, we're going to name it
set to active, and then let's create it. So now we have the two automations that
we need for this, and let's go ahead and create a both a product and a service
together to show you how it works. And I'm just going to add in a couple of
products and services that I personally have, but welcome to fill in whatever
you personally use for your company. And I'm going to name this one
Notion Monthly Managed Services. And this is my consulting services
that I personally use in my own CRM. And we're going to select service. And then for the price, we're
going to put it at 2, 000 a month. And then you can see automatically right
when that database item was created. We checked it to active and the
activated date was moved to today. We're going to create a product
now and then we're going to put it in as the OpsiOp CRM. And this is the CRM that I
personally sell and we are going to change it to the type product. And then the price is going to be 30. And again, that active and activated
date were automatically checked. in again those admin fields. So we're going to do created time, created
by, last edited time, last edited by, and then let's add in that ID as well. then before I forget, let's add the
icon, and we're going to add the barcode. And then next, let's
move on to line items. So we're going to go back to the CRM home. Then we're going to add in a new page. And then this one, we're
going to name it line items. And if you want to make it more
clear, you could do deal line items or opportunity line items. Um, actually, I'm just going to change
it to deal line items for you guys. And then we're going to again,
create another database and we're going to select table. We're going to select new database. We're going to again, create an all view. And then for this one, let's go
ahead, just search in receipt. And I'm going to choose this one. And then we're going to add
the receipt icon here as well. And then let's remove the tag property. So to start off, we're going to first
create some relationships with the other databases we've created that are going
to matter to connect to this database. So we're going to, again, press the
plus button, and then we're going to come down and select relation. And then we're going to connect
it with products and services. And then we're going to do limit. And then we're going to show
on products slash services. And then I've been typing it in here. You could also just do add relation
and it will automatically do whatever the name of this is. So let's just add relation. Then we're going to create another
relationship and this time we're going to relate it to our deals. So search for deals. And then we're going to do
deals slash opportunities. And then no limit again, and
then we're going to show and just select add relation. Then leveraging the products and services
relation, we're going to create a rollup. And we're going to name
this one product price. And then we're going to search
for the relation, and we're going to do product slash services. And then for this we're
going to select price. And then we're going to select sum. Next up we're going to create
another property, and it's going to be a number property. And we're going to change this to dollar. and then for this, we're
going to name it deal price. And then we're going to create
another field, and it's going to be a formula field, which is the first
one we've created so far together. And what we're going to name
this one is discount amount. and we're going to use this to
recognize if we have a certain list price for a service. And then we go ahead and give a
discount to one of our customers to be able to close the deal. We can track over time how
much in discounts we've given. So we're going to select edit formula
here, and what we're going to do is you're going to search for product
price, and then you're going to subtract it by that deal price. Going to select done. and then let's also pull in some
important information over here. That isn't related to the price too. So what we're going to do is we're going
to come here and we're going to create another roll up and then we're going to
select product slash services and then we are going to pull over the type of
product it is and we're going to just show, the original And then we're going
to name it product slash service type. next step we're going to create
another roll up and what this is going to be used for is Signifying
where the opportunity is that's tied. What is its stage? So we're gonna name this one deal slash
opportunity stage and then further relation We're gonna select deals
slash opportunities and then for the property what we're going to do is
we're going to get that stage And then we're just going to show the original. Now let's start filling
in some of this data here. So for products and services,
we are going to choose the notion monthly managed services. And then for the deals and opportunities,
we're going to tie it to Google. Then let's say that we gave
them a little bit of a discount. Uh, we're going to say it
was actually a 1, 600 deal. You can see that was turned into 400. And it actually looks like I
forgot to make that into a U. S.
dollar. So make sure you go ahead
and do that as well. And then you can see that the opportunity
stage is automatically pulled over and we also have what the type is. So it's a service while we're here. Let's go ahead again and add
in all of those admin fields. So time created by last edited time and
then last edited by and finally, Okay. and then let's remove these two random
ones, and then delete them, and we're going to name this Deal line item,
Notion, Monthly Managed Services. And now we're finished
with the deal line items. there's a few things that I want to come
in together and clean up that I missed. And that is on the accounts and companies. What we want to do here is we
actually want to create a field that is going to be a select. And we want to mark this one as lead. Then we're going to add some options here. So for lead source, some common ones I
see is paid ad, website, social media, email, referral, event, and cold call. And now that we have lead source
created, let's go ahead and we're just going to choose that. Say I met Google at an event. So we're And then let's go back to
the CRM home and we're going to go over to deals and opportunities. we're going to come over
here and create a roll up. And what we're going to do is
we're going to name this one. account lead source, and then for relation, what we're
going to do is we're going to select that accounts and companies database,
and then we're going to look for lead source, and we're just going to
pull that down through the rollup. This will allow you to track for the
opportunities that you've won or lost. What are the best lead
sources for your business? we're going to go back to the CRM home. And we're just going to create
one final piece to this. You know, you can keep building on it. If you, if you want to add things,
I'll be, sharing future videos on how to add on top of this CRM. So make sure you subscribe for that. But if you come here, let's go ahead
and we're going to create a new page. And we're going to select it. but this time instead of just
selecting table, we're actually going to select templates. And we're going to use Notion's standard
projects and tasks template. Once you select project and task, we're
going to come down here to get template. And I definitely recommend using
Notion's standard project and task template because it comes with
some additional functionality than just creating a regular database. But you can see they've laid out
some views already for us here. So we can do by project, board, all tasks. And if we come CRM home, you
can see that now we have a task database and a projects database. I'm going to go ahead and change
these icons to be the same color. that we're using for the other one. So we're going to do a
search for the target here. I'm going to make that one dark. And then for a task, I'm
going to do a checkbox. Select that. But what you could do here is relate
your projects to companies as well as you can relate tasks to companies. But you could also relate it to,
you know, Contacts as well as some of the deals you're working, but
just for the sake of time, I'm just going to show you how to do one. And if you really want to move
forward with adding on all the other ones, you definitely can. So for projects, what we're going
to do is going to come here and we're going to create a relationship
and we're going to look for the accounts and companies database. And then we're going to do no
limit, and then we're going to show it and do add the relationship. Then we're going to come back
to the CRM home and we're going to do the same thing for tasks. So we're going to do, do the plus, and
then we're going to create relationship and we're going to select accounts
and companies, show, add relationship. and then once that relationship has been
created, we have officially laid the entire foundation for the entire CRM. And now it's time to create views and
templates to make the database more functional as well as look better. So we're back on the homepage and
obviously we have a lot of databases here that we've created and what we want
to do next is create database templates for these databases so whenever you
click into a record it's a lot easier for you to put together all the data. Because we have accounts at the
very top and everything is mostly going up and relating to that, what
we're going to do is we are going to Create a database template there, and
then we'll work on some other ones. So we're going to select
Accounts slash Companies. And then to create a database template,
you come over here to the right hand side, and next to New, we're
going to hit the drop down, and then we're going to select New Template. For this, we're going to add
an icon, and we are going to choose that Cityscape icon here. And then for this, we're
going to name it New Account. Then you can see some of
this data is a little... So unorganized, so we are going to
move it around so it makes sense. So we're going to move
owner up to the top. Let's move some of those admin
fields down to the bottom and then keep, yeah, dragging these down. And then for any of these that
have an arrow on it, what I like to do is I like to create them
as their own, page sections. So if you come here and you click there's
these six little circles, What you can do is you can show as page section. So let's do that for each of
the relationship properties and get that out of our views. And whenever you do that,
it adds them down here. And you'll see once we add a
relation, you'll be able to see that data a little bit more clearly
once we add them as a page section. Then let's move, ID down
to the bottom as well. And let's bring up lead
source and relationship. And then we don't want to see last edited
time and all these fields every single time whenever we click into these views. So we're also going to again,
click on these six circles. And for property visibility, we're
going to move each one to always hide. And then these are
pretty important to see. So we're going to keep those. Now we're going to come down here and
we're going to start creating some automations to automatically create
relationships with opportunities and contacts to be tied to this account. So we're going to do slash and
then we're going to look up button and then we're going to name
this one new related opportunity. And then we are going to give
the money icons time here. And then we are going to add a step. So we're going to add a page
two as our first action. And then we're going to select a
database that we want to add to, and we're going to select deals. So look for deals and opportunities. And then we can just leave the name
blank, but let's go ahead and this is the most important thing that we're doing
here is for accounts slash companies. We're going to automatically
whenever we're on a new account, we're going to relate this page. Then for stage, we're going
to select prospecting. We're just going to put
it in that first stage. And then you just create that new
record and default and notion. It's not just going to
automatically open it up for you. So we're going to add another
step and we're going to just open that page that we just created. So where it says open select page,
let's select the new page that was added and you can open the page and
center peak side peak or full page. I prefer center peak, but it's totally
up to you how you'd like to do that. Then let's also create a button for,
adding contacts to this account. So again, we're going to do slash
button and then for this, we're going to name it new Contact. Let's search for the contact icon. I'm going to select this one and then
for add step, it's going to be similar to the last one, but just for contacts. So we're going to add page two,
then we're going to select database and we're going to find contacts, select contacts slash people. We're not going to name this one, but
then for the account slash company, similar to opportunities, we're just
going to go ahead and relate this page. And then for the status, we're
going to set them as new. And then again, we want to make sure
that we open that page and we're going to open it up in center peak. So we're going to select new page added
here, open a center peak and then done. And then let's make these
buttons look a little bit better. So we're going to do a slash and
then we're going to do a call out. And then for this icon here, I like
to create sections here that just reference that these are quick ads. So let's look up like a rabbit. to signify that it's fast. And then I'm going to name
this section quick add. Then let's highlight it, and we're going
to change it to bold and underscore. we're just going to drag new related
opportunity and new contacts here. and then I won't waste your time,
but you could obviously do that for adding a quick project that's
related to it as well as tasks. But I think you get the
point on how to do that. But now we're going to
start creating some views. So we're going to do slash,
and we're going to do database. And we are going to select the table view. And then we are going to
do one that is for deals. And what we're going to do is whenever
you're on an account or company, you're going to be able to see all the deals
that are related to that specific account. So we're going to do
deals slash opportunities. I like to remove this little title here. And above here, let's go ahead and press
heading and then Just drag it on top and we're going to name this related deals. And then the most important part here
is we're going to filter down and we want to filter down where the deals
account contains this new account. We're going to save. And then we have some of those last
edited by and like all of those fields. So let's go ahead and remove them. So we just have the important
stuff for an opportunity. So we're going to come here and
we're going to select properties. And we're going to get rid of
pretty much all of this here. So let's get rid of last edited
time, created by, created time, contacts and people, accounts and
companies, and then these four should do. Next up, let's create another heading. and now we're going to
show the related contacts. Again, underneath this, we're
going to look up database. We're going to select table view. And then we are going to look for
contacts, select contacts slash people. Then you can hide this database table and
say you want to change it up and you want this view to look a little bit different. What you can do is we're going to click
on here and we are going to change the layout from a table to a gallery. And then for the gallery, we want to
change the card preview just to be none. And we can change the card size
to, you know, medium actually is going to be fine here. And that should be good. and then we're going to filter down based
on making sure that the contacts actual account is the one page that we're on. So we're going to select account slash
companies, and then we're going to select new account here, save for everyone. And actually let's come
back to The three circles, and we want to actually show
some more properties here. So right now we're just showing
name whenever there's a contact. We're also going to show
the individual's email. And then let's also show the phone number. Their status too And finally,
let's also add in their title So what I would do was I would continue to
go on and for all of their relationships I would just keep adding these underneath
this database template, but that's a little repetitive So we're just going
to move on to the next thing, but I think you guys understand How to do
this, but we're going to click out and, let's come to this Google record
that we created a little bit ago. And now you can see that we
created a database template. We have that database
template available here. So I'm just going to
select new account and can take a little bit to load
sometimes, but now you can see that it's loading and we have those buttons. We have a new related contact, and if
I come up here, I can switch it, and we can actually edit the view default
here, so I want to make it so it's always center peak, and we can come
down, and yeah, so you have Google here, you have that contact, you have the
status, you can see that I'm the founder. use that button automation that we
created, and we're going to just create a new quick related contact. so we're just going to press
new related contacts here. And then we could name
this person like Joe Smith. And then you can see here
they're automatically related as Google for their account. One last piece here on account
slash companies that we need to take care of is we're going to
come here to the database template. And you can see that the
empty is the default. We want to make that new account,
that database template that we just created, as the default. So we're going to set as default here. And then we're going
to do it for all views. now let's start creating database
templates for some of the other databases. and the ones that we're going
to do together are just going to be contacts and deals. And I think by doing those you
should be able to figure out how to take care of the rest. But we're going to select
contacts slash people. And then again we're going to come
here to the top right, new template. And then we're going to
name this one a new contact. Again, we're going to change all of
the relationships to page sections. So do show as page section. And then let's move all of the
admin fields down to the bottom. And then go ahead and hide them as well. So always hide for each one of these. And then it looks like I missed this one. I'm going to go ahead and change
this to, as a page section. And then move owner up to the top. And that should be good. And for this one, we're not gonna
create any button automations. We're just gonna create a view that's
looking at the related account. So we're gonna do slash data table, and
then we're gonna look up for table view. And then we're going to select the
account slash company's database. And then we're just going to
copy that existing view for now. Let's remove the database title
and we'll do a heading and we'll drag it on top of it. And then we'll name this related account. Pull it up here to the top. And then we're going to filter down. Based on contacts slash
people contains new account. Then make sure you save that for everyone. And then. For properties, we're going to
come here and hide some of those fields that aren't important for us. So we're going to take out
Tasks, Projects, Deals. Let's take away that. ID, Last Edited By, Last Edited
Time, Created By, Created Time. And then also Contacts slash People. And then that should be good. And then before we forget, let's
make sure to add that icon. And we're going to search for
icon and let's choose that one we've been using for contacts. And then let's click out of here. And again, we're going to come
to the dropdown next to new. And we're going to select this one
that we just created as the default. We're going to make it for all
views and contacts slash people. And then if we go into the Ben Taylor
contacts and we select new contact. You're able to see that I am
related to the Google account and you can see all this information. Here in this, it's a little funky
with the freeze up to column. So I'll probably just unfreeze
this here in these types of views. So it's a little easier for you to scroll. And then, um, actually we'll do that here
just like in the, the database template, because if we don't edit that here,
then it's just going to go throughout every single new record you create. So it's like this. Unfreeze columns, go back out. And then now when we come over to Joe
Smith and you create a new contact, you can see that the columns
are no longer frozen. Okay, now let's go ahead and create
the database template for deals. So we're clicking to the deals database. And then we're going to come to
the right, create a new template. Let's add an icon. Let's make it the money icon. For the title, we're
going to name it new deal. Then like we did previously,
Let's go ahead and make all of the relationships page sections and then we're going to drag all
of the admin fields to the bottom and we are going to hide
them like we've done before. And then for this one, just like
we did for accounts, we're going to create some button automations. So do slash button. And we are going to type in new related line item. Then we're going to match up with
that icon that we used for line items. So we're going to select the receipt one. And then we're going to add a step. And we're going to add a page two. And then we're going to select database. And then we're going to
search for line items. And then this is the most important
part for deals slash opportunities. What we're going to do is we're
going to relate this page. And then let's add the step so that
we open the page automatically. We're going to open up in center
peak, but for select page, we're going to select new page added. And then hit done, then we're going
to create a callout, and we're going to again find the rabbit icon, and
then we're going to name it quick add, let's bold and underline it, and then
let's move new related line item below. Then we're going to do a slash
and look up a data table and we're going to do a table view. And first off, we're going to get
the related line items to this deal. So we're going to search up line items,
select all for the existing view. Let's hide that database table. Then below, let's do a heading. And for the heading, we're
going to say related line items. Drag it on top of this database. And then we're going to select these
three circles and we're going to edit the properties that are shown. And we're just going to get rid
of deals slash opportunities because we're on the deals so you
already know what's related to it. And then Let's get rid of these created,
you know, these admin level fields. So just select the eye
for each one of these. And then once you're done with
that, we're going to come to filter. And we are going to filter based
on the deal slash opportunity. So we're going to select
deal slash opportunities. And then we're going to select
contains new deal safe for everyone. And then let's also add in a view to
see the related account or company. So let's do a slash heading,
select heading two, and we're going to name this related account. And then below, let's do a slash. And we're going to again,
search for a data table view, select accounts slash companies,
select all as the existing view. Let's hide that database title. Then let's make sure that it
doesn't freeze the columns. And again, come in here and we're just
going to show the relevant properties. you can choose whatever you want,
but let's get rid of, I'm going to get rid of tasks, projects,
deals, and those admin fields, then that should be good. then let's again, filter
down based on this record. So we're going to filter and
we're going to select deals. And then we're going to select contains
new deal and then save for everyone. And then we should be good to go
for all of our database templates. We just need to take care of making sure
that we set this template as the default. So go ahead and do that for all views. And then let's delete these
two random ones that we have here and then click open. And then when we select new deal, you can see that we have that
quick add and we can see the related line items to this. And then now I'm on this, I'm actually
realizing we missed a, a key major part, for relating the deal line
items and how we're going to pass up some of that amount information. So you can see we have the, the
price here, it's 2, 000 and then we have the deal price is 1, 600. we're actually going to want to
create a property that's going to roll up this deal price amount. So we're going to come over here and
we are going to select the plus button and we are going to do a roll up. And for the relation, we're
going to select deal line items. And then for the property that
we're going to pull over is it's going to be the deal price. And then we're going to sum it. And then for the name of
it, just name it amount. And then we'll pull this over
to the left hand side because this is a pretty important field And so when I go back here and I select
open, and let's go ahead and say, on top of the managed services that we're going
to be selling Google, that we're also going to be selling them just the CRM. So we're going to select new
related line item, and then we're going to name it OptiOp CRM. and then for the product slash
service, we're going to come in here. And we're going to go ahead
and add in OptiOpt CRM. And you can see that the
price is automatically added. But we need to make sure that
we enter in the deal price. And let's say again, we gave
like a little bit of a discount. We actually sold it for 25. You can see that the discount
amount has been changed to 5. And you obviously can create
a formula like on that to see what's the discount percentage. But now when I go back to that
opportunity, you can see that amount has added in the 25. So we can come here and you can see
the price, but the deal price, and we probably want to move this to the left
cause that's more important, but we're going to go ahead and sum this one. So you can see the total amount related
to Google and this deal is 1, 625. So just to really make this
hit home for you guys, let's go through just the process. From the beginning of, an account to
all the way where we're closing a deal. And then after that, we're going to add
in some views to make this all look pretty and for you to be able to find data easy. So, first off, we're going to create
a new account and we're going to come in here to account slash companies. And we're going to select new. And for this new account,
we're going to name it Tesla. You can put yourself as the owner
and one of your other team members. You're going to say that the lead
source came from social media. The relationship right
as of now is Prospect. The employee count, I'm sure
they've probably got something like, you know, 50, 000 employees. And then the website is www. tesla. com. And now that we've created this account,
we also want to create a related contact. So we're going to enter in new
related contacts and then let's enter in Elon Musk and, uh, you
know, enter in that email tesla. com, uh, we'll leave out phone for now,
but we'll put this as a CEO for title. And then let's go back into the related
account after we've created that contact. And let's also create a related deal. So we're going to select new related
opportunity, or you might have named a deal here, but let's select plus, and
then we're going to create, um, one that says like Tesla, and then let's say
they want to do notion services with us. So notion services, and then
the type is going to be a new, and then here on the opportunity,
we need to create that line item to represent that they're trying
to purchase notion services. So we're going to create
new related line item. We're going to name this notion services. Then here, we're going to add the notion
monthly managed services as the product. And then let's say we
didn't give him a discount. It's just straight up 2, 000. So 2000, there's no discount amount. And then let's go back
into the opportunity. You can see that the amount has been
changed to 2000 and as your team is going through the process, they're
obviously going to continue to change the stages, but you know, let's
say they went ahead and said, yes. So we're going to go and
change this deal to close one. We've officially won this deal. And now that we've moved this deal to
one, let's come back to the Tesla account. and we're going to change the
relationship from prospect to customer. So there you go, that's how it works
from the very start of the process of working with the customer to the very end. Now let's go ahead and adjust our
homepage here to pull in all of our data so that we can easily understand. How much money we're bringing in, and what
are some of the prospects we're working. So over here on the left hand side, let's
go ahead and start with doing a slash, and then let's look up two columns. And we're going to create a
callout here on the left hand side, so do slash callout. and then for the icon, let's go
ahead and search for, uh, database. And we're going to select this
little database icon here. And we're going to name this
callout section databases. Let's then bold it and then underscore it. And then let's drop down these
databases into here one by one. and then once you've gone ahead and added
all those databases here, we're going to come over here to the right hand side. You can see you can drag this to
determine how big you want this to be. But we're going to come here and we're
going to do a slash and then we're going to, create a database and we're going to
do table view to start out and we're going to search for deal slash opportunities and then we're going to do all
and it looks like I accidentally created two sections here. So I'm just going to delete this. This looks a little bit better. Let's drag this over here and then we're going to
hide that database title and we're going to create a new view here. That's going to be plus and we're going to
select deal slash opportunities, but we're going to create a new empty view and we're
going to name this one one deals this month for the icon. Let's go ahead and select the money icon. And then we're going to click out of it
and let's go ahead and you can keep the all if you really want to, but all over
time is going to add up to be a lot. So we're just going to delete
this one and it won't delete it from your other database. Don't worry about that. But we're going to filter
down this database view And we want to go ahead and filter it down
on the date that we won that deal, but we haven't added that property yet, so we're
going to select plus, and then we are going to look for a date field, and then
we're going to name this one close date. We're going to move this all the
way over to the left hand side. And then we are going to say that
we won the Tesla deal on today, September 8th, when I'm filming. And then while we're here, let's
also just like change Google. We're going to say that
we lost the Google deal. And we also for whether it's close one or
close loss, we always want to be tracking exactly, you know, when that happened. let's say that for Google,
we lost that deal on. Um, September 3rd of 2023, then let's go ahead and filter down
and we're going to first start off by filtering deals that are closed one. and then we're going to add another
filter this is going to be where the close date is relative to this month. Then you're going to
select save for everyone. And then let's say that we actually just
want this to be like a gallery type view. So we can come up here to layout and
we're going to change this to gallery. And let's not preview the page
content, but let's make this card page. large, and then let's go back and what
we're going to do is for properties, let's show first off the close date, then the stage to show that we want it. And then finally that amount. So now we have a great view to see how
you're performing on a monthly basis. And obviously like if you have other
types of opportunity views that you want to add in here, such as deals
lost this month or deals won this entire year, you can add them here. Or you can create other pages that go
into greater detail on views that you're wanting to see for your entire team. But the most important part is that
on the left hand side, we have created that foundation for you to be able to
Parts the data as much as you want. So let's get rid of this Database
title Then let's finish this home page off just with adding some
contacts as well as the accounts I'm gonna come down here and I am going
to create a new data table view And what we're going to do is we are going to look
at ones that are accounts slash companies. And let's create one that is,
prospects and then, customers. So let's change, because we lost
that Google deal, we're going to change them to a prospect. And then here on the plus, we're
going to create a new view and we are going to do account slash companies. And for this view, we're
going to, name it customers. Select done over here on the right
hand side, let's go ahead and get rid of this all view here. And then for customers, we can, you know,
let's just keep that cityscape icon. Then let's get rid of the database
title and then all we need to do here is we're just going to filter
down based on the relationship equals customer safe for everyone. And then let's create another
one for our prospects. So again, we're going to select
an account slash companies. Let's go with the customers 1
and then we just simply need to change the name of this. So from customers. To prospect and then we can filter
down based on customer. We're going to change that
one from customer to prospect instead, say for everyone. And then you can see we have Google here
and then we have Tesla here as a customer. Now let's also create a contact
database view where we can see who are our customers and prospects. Contacts wise, not just
overlying a company or account. So we're gonna do slash
data table, table view. We're gonna look for
contacts slash people. For now, we're gonna do a new empty view. Then we're going to put in customers. And then search for that person icon, select done, let's get rid of this
database title and let's filter down and we're going to filter down
based on that company relationship. So this is where it comes in really handy
for having account at the top of the hierarchy because what we can do is we can
easily push data down from the account. Onto the contact and that makes it
so we can filter down on datas and unique ways that weren't possible
previously, unless you're to create a separate field and then that can
make it so data can become misaligned in your database over the long run. so we're going to filter down by company
and relationship and then what we're going to do is we're going to select customer. And then save for everyone. So you can see Elon Musk is
one of our customer contacts. And then we're going to
create one for our prospects. So contact slash people. Let's select that customer one. But then we're going to
change it to prospects. And then we're going
to come to that filter. And we're going to change it
from customer to prospect. It's safe for everyone. And then you can see Ben
Taylor and Joe Smith. They're both prospects and they're
related to the Google account. Now we could obviously keep building
and building this for forever. There's so much that you can do
with Notion and building a CRM. But I think I've given you guys a great
starting point for just understanding how to build a CRM in Notion. I will be releasing future videos on
how to add on top of this CRM that you've just built, such as adding
other business tools such as like campaigns, billing, and invoicing. But if there's anything specific that
you want me to help you build out, go ahead and drop a comment down below. And also know that if you don't want
to continue to build this out yourself and you just want a very good CRM built
out, I have a free CRM down below in the description of this video that uses all
the same things that we just built here, but it goes ahead and for, you know,
products and services, deal line items. We have database templates
for all of those. and because we just worked together
on building this out, you're going to have a really good understanding
of how to manage that CRM long term. Thanks for watching this tutorial. And I hope that the CRM is going
to help you become more efficient in running your business.
