Why Notion personal CRMs get abandoned
Building a personal CRM in Notion is a popular weekend project: a database of people, a few properties for “last contacted” and “next follow-up,” maybe a template from someone’s blog. The trouble usually starts a few weeks later. A database doesn’t tap you on the shoulder, so you have to remember to open it, update the dates by hand, and keep the properties consistent. When the system needs maintenance, it quietly stops getting used, and the people in it go quiet too.
Notion template vs BlackBook
| Notion personal CRM template | BlackBook | |
|---|---|---|
| Setup | You build or copy a template and design the properties | Ready when you install it |
| Follow-up reminders | Depends on how you set up dates and reminders yourself | Built-in follow-up reminders for each person |
| Who to reach out to | Filters and views you create and check yourself | Pulse suggests your next step from your notes, history and reminders |
| Birthdays | A date property you have to remember to look at | Birthday reminders with the details you saved |
| Account | Needs a Notion account | No account; data stays on your iPhone and private iCloud |
| Platforms | Web, desktop and mobile | iPhone only (iOS 17.6+) |
| Customization and sharing | Fully customizable and shareable | Built for one person; not a shared database |
Switching in 15 minutes
- Open your Notion database and sort by who matters most, not alphabetically.
- Add your top 25 people to BlackBook, the free plan’s limit and usually the people you actually followed up with.
- Copy over one key note each: what they care about, or the last thing you promised.
- Set a follow-up reminder for anyone you owe a check-in.
- Keep the Notion page as an archive if you like, and let BlackBook handle the day-to-day.
For more on staying in touch, read how to keep in touch with people and see our comparison of the best personal CRM apps.
When Notion is the better choice
If you love designing your own systems, need your contacts on Android, Windows or the web, or want to share a relationship database with a partner or team, a Notion template is a good fit and BlackBook isn’t. BlackBook is for people on iPhone who want a private personal CRM that works without setup and reminds them to follow up.
BlackBook facts
- Platform: iPhone, iOS 17.6 or later
- Price: free download; optional BlackBook Pro subscription (prices shown in the app)
- Free plan: 25 people, 2 notes per person, 30 days of interaction history
- Pro: unlimited people and full history, VIP reminders and insights, relationship notes with tags, duplicate detection, BlackBook AI
- AI: on-device via Apple Intelligence (Pro, iOS 26, compatible iPhone)
- Privacy: data on your device and private iCloud, no account, no ad SDKs, data never sold
- Developer: Preston Earnest / Earnestly Studios LLC
Frequently asked questions
How do I move from my Notion personal CRM to BlackBook?
The quickest way to switch is to add your 25 most important people first and carry over one or two key notes for each. That’s usually the part of the old database you actually used.
Is BlackBook better than a Notion template?
It depends on what you want. Notion is better if you want a fully custom database you can shape however you like and share with others. BlackBook is better if you want a personal CRM that works out of the box on your iPhone, reminds you to follow up, and keeps your notes private without an account.
Do I need an account?
No. BlackBook needs no account, sign-up or login. Your people and notes stay on your iPhone and in your private iCloud.
Is it free?
BlackBook is free to download with a free plan of 25 people, two notes per person and 30 days of interaction history. BlackBook Pro is an optional subscription for unlimited people and full history: in the US it’s $4.99 a month or $29.99 a year, and the annual plan includes a 1-week free trial. Prices are shown in the app.
Does it work on Android or the web?
BlackBook is an iPhone app and requires iOS 17.6 or later. If you need your personal CRM on Android, Windows or in a browser, a tool like Notion will fit better.
Can I dictate a note after I talk to someone?
With BlackBook Pro on iOS 26 and a compatible iPhone, BlackBook AI uses on-device Apple Intelligence to help turn a quick spoken recap into a follow-up for you to review.
Stop maintaining your personal CRM. Start using one.
BlackBook is free to download for iPhone (iOS 17.6+). Start with 25 people, no account needed.
Get BlackBook – Personal CRM