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For consultants and small businesses

How to keep track of professional contacts

Everyone you know professionally, what you last talked about, and a nudge before each connection goes quiet.

About 20 minutesMac and WindowsNeeds Pro

To keep track of professional contacts, keep everyone in one place with how you met, log each conversation as it happens, and set a check-in before the connection goes quiet. In PrimeTask that's PrimeCRM: contacts and companies, a timeline of every call and meeting, and check-ins that come back on schedule.

Updated · Checked with PrimeTask 1.0.5 · PrimeTask Team

PrimeTask

The peopleEveryone you know professionallyKeeping in touchWhat you log and scheduleWhere you lookEach day, or before a meetingCompaniesEach contact's companyContactsEveryone in one placeSource and tagsHow you metActivitiesEvery call and meetingCheck-insBack on a scheduleDashboardQuick Actions widgetYour AI agentBriefs you, logs callsCompassWho to get back to today

How it fits together

Select a part, in the drawing or here, to see what it does and what it feeds.

What flows

On each person's timeline

Activities to Contacts

On their page

Check-ins to Contacts

Due and overdue first

Check-ins to Compass

Contacts and timelines

Contacts to Your AI agent

Part ofLinkedKept on the personRead by
Every connection, in words
  • Contacts is part of Companies.
  • Source and tags is part of Contacts.
  • Activities is linked to Contacts.
  • Activities is linked to Companies.
  • Check-ins is linked to Contacts.
  • Check-ins is linked to Compass.
  • Contacts is linked to Your AI agent.
  • Dashboard is linked to Activities.
  • On each person's timeline: Activities to Contacts.
  • On their page: Check-ins to Contacts.
  • Due and overdue first: Check-ins to Compass.
  • Contacts and timelines: Contacts to Your AI agent.

How the parts of a personal CRM connect, and what keeps each connection from going quiet

The problem

Professional contacts end up scattered: a business card in a drawer, a thread in your email, a connection on LinkedIn you haven't spoken to in two years. When you need someone, you can't remember what you last talked about, or you find out you should have called months ago.

A contact list only stores names. What keeps a network alive is the history of each relationship, and a nudge before it goes quiet.

What it uses

Five parts, one connected system

Each card opens its docs article in a new tab, for the detail behind the steps.

Contacts

Pro

Everyone in one place, with how you met

Docs for Contacts (opens in a new tab)

Activities

Pro

Every call, meeting and message, on each person's timeline

Docs for Activities (opens in a new tab)

Contacts & Tasks

Pro

Check-ins tied to the person they're for

Docs for Contacts & Tasks (opens in a new tab)

Compass

Who to get back to today

Docs for Compass (opens in a new tab)

CRM & MCP

Pro

Your AI agent reading your contacts, on your computer

Docs for CRM & MCP (opens in a new tab)

Steps

Set it up in six steps

  1. 1Bring everyone into one place
  2. 2Record how you met
  3. 3Log every conversation
  4. 4Put a check-in on a schedule
  5. 5Start each day with Compass
  6. 6Let your AI agent read your contacts

Step 1

Bring everyone into one place

Contacts (opens in a new tab)

Open PrimeCRM, then Contacts, and choose Add Contact for each person, with their company. Or import the whole list from Apple Contacts, Google Contacts or Outlook, and PrimeTask spots the duplicates for you.

Step 2

Record how you met

Tags, filters and search (opens in a new tab)

Give each contact a Source, such as a referral or an event, and filter the list by it later. Tags such as Conference 2026 label people on their card, and search finds them.

Mark the people who matter most as High priority, so they're one filter away.

Step 3

Log every conversation

Activities (opens in a new tab)

After a call, a coffee or a message, click Log Activity on the contact's page and log it with a line on what you talked about. A meeting with several people is one entry, linked to each of them.

It then sits on every linked person's timeline.

Step 4

Put a check-in on a schedule

Contacts and tasks (opens in a new tab)

For the people you want to stay close to, add a repeating check-in with Quick Add, such as Check in with Dana &dana every 3 months. It's tied to her, so it shows on her page, and it comes back each time you tick it off.

Step 5

Start each day with Compass

How Compass picks tasks (opens in a new tab)

Press Cmd + J (Ctrl + J on Windows). Compass puts the check-ins that are due or overdue at the top, with the reason on each, alongside the rest of your work.

For a promise months away, such as calling back in spring, open the task's reminder and choose Remind me in.

Step 6

Let your AI agent read your contacts

PrimeCRM and your AI agent (opens in a new tab)

Connect your AI agent to PrimeTask's MCP server, and it can read your contacts and their timelines. Ask it to brief you before a meeting, or to log the call after it.

Everything runs on your computer. Nothing goes to a PrimeTask server.

Variations

Make it yours

Four ways to change the setup to fit how you work.

A job search

Add recruiters and hiring managers as contacts, and log each interview as a meeting linked to the person and the company.

What you want to remember

Add your own fields to contacts, such as the event where you met or their time zone.

Clients and friends apart

Keep work contacts in your work Space and friends in your personal Space. Each Space has its own contacts.

Your Dashboard

The Quick Actions widget adds a contact or logs an activity in one click, from the moment you open PrimeTask. If it's hidden, turn it on from the Layout Editor button in the Dashboard header.

Reuse

Save it for next time

Set it up once, and start the next one from it.

The same check-in for everyone

Save it as a Quick Add template once, such as save:checkin Check in every 3 months, then type /checkin and add the person with &.

Questions

Common questions

A place to keep the people you know professionally, what you last talked about, and when to get back in touch. It's a CRM for relationships rather than sales, and PrimeCRM does both.

No. You add people and log conversations yourself, or import contacts from Apple Contacts, Google Contacts or Outlook. Nothing is read from your inbox or your LinkedIn account.

On your computer, in your own files. You can export every contact to CSV or vCard at any time.

Yes. PrimeCRM is part of Pro, and the free trial includes it, so you can set this up before you buy.

Related

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Set this up with your own work.

The free trial runs for 14 days and includes Pro.

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