How to Set Up a Simple CRM Using Google Sheets

In the fast-paced world of research and solution-based services, managing contacts, follow-ups, and collaborations can become chaotic without a proper system. Instead of investing in complex or expensive CRM tools, researchers and small teams can build a simple, customizable CRM using Google Sheets—without writing a single line of code. This guide will walk you through how to create your own CRM in Google Sheets step-by-step, with SEO-optimized content to help you stay visible and relevant online.

Why Use Google Sheets as a CRM?

Google Sheets is flexible, cloud-based, and accessible from anywhere. For researchers who need lightweight tools to track connections, project interactions, and communication history, Sheets offers an ideal solution.

• It's completely free with a Google account

• You can customize the fields as per your research needs

• It enables real-time collaboration with your team

Instead of dealing with the learning curve of full-scale CRM platforms, Sheets provides a familiar interface with full control over your data.

Step 1: Define Your CRM Goals

Before you jump into setup, clarify what you want the CRM to do for you. A clear purpose ensures you only track what’s necessary and avoid clutter.

• Do you need to manage contacts, track conversations, or follow-up reminders?

• Are you handling research participants, clients, or project collaborators?

• Will multiple team members be using the system?

Define these goals upfront so the sheet structure matches your real needs.

Step 2: Set Up Your Spreadsheet Structure

Open Google Sheets and create a new sheet. Start by setting up your column headers that represent CRM data points.

Suggested headers:

• Name

• Email

• Phone Number

• Organization

• Project / Area of Research

• Last Contact Date

• Next Follow-Up

• Status (e.g., New, In Progress, Closed)

• Notes

These headers will serve as the backbone of your CRM system and can be updated or expanded as needed.

Step 3: Use Data Validation for Consistency

To avoid manual errors and keep your CRM clean, apply Data Validation to key columns.

• Use drop-downs for the “Status” field (e.g., New, In Progress, Completed)

• Set date formats for follow-ups and last contact fields

• Lock header rows to prevent accidental edits

Consistency in data entry makes filtering, sorting, and reporting more effective in the long run.

Step 4: Add Filters and Conditional Formatting

As your CRM grows, it’s important to visualize data quickly. Filters and colors can help prioritize tasks and follow-ups.

• Apply filters to each column for quick sorting

• Use conditional formatting to highlight overdue follow-ups

• Color-code contacts based on status or priority

This visual layer improves usability, especially when you’re scanning through hundreds of contacts.

Step 5: Automate Reminders and Tasks

You can take it a step further by integrating with Google Workspace tools like Google Calendar and Gmail for automation.

• Use Google Apps Script to send automated reminder emails

• Set Google Calendar events for upcoming follow-ups

• Link related documents or meeting notes using Google Drive URLs

Automation ensures you don’t miss important deadlines or relationship milestones, helping you stay organized.

Step 6: Share and Collaborate Securely

Your CRM might need input from colleagues, assistants, or co-researchers. Make collaboration seamless by setting permissions.

• Use “View Only” for read access

• Use “Edit” for trusted team members

• Protect formula or header rows from accidental edits

Google Sheets’ sharing features let you collaborate while maintaining control over critical data fields.

Step 7: Maintain and Review Regularly

A CRM is only useful if it’s updated. Set a routine to review and maintain the data regularly.

• Schedule weekly reviews to update statuses and add notes

• Archive inactive contacts or duplicate entries

• Monitor trends in follow-ups and project discussions

With regular upkeep, your CRM becomes a powerful asset in managing research relationships and solution-oriented collaborations.

Final Thoughts: Simple CRM for Long-Term Impact

Using Google Sheets as a CRM is a practical, budget-friendly solution for researchers and small solution providers. It keeps your contact management agile, accessible, and customizable to your workflow. Whether you’re working solo or with a small team, this DIY CRM can scale with your goals and bring clarity to your day-to-day relationship management.

Start simple, stay consistent, and evolve your sheet as your needs grow. This lightweight CRM setup in Google Sheets could be the tool that brings order and opportunity to your research outreach.

If you want help getting started, Saravapro can provide pre-built templates and training to make your CRM setup fast and effective.