PrimeCRM Overview
The single source of truth for everyone you work with - contacts, companies, activities, CRM tasks, and the full sales and relationship pipeline, all built into PrimeTask.
PrimeCRM is PrimeTask's built-in relationship management system. It's where every person and organisation you interact with lives - business contacts, personal contacts, clients, teammates, freelancers, family, friends, anyone you want to assign a task to, log a call about, or keep notes on. If you work with people at all, CRM is where they live in PrimeTask.
PrimeCRM is built around four core entity types that connect to each other and to the rest of PrimeTask:
- Contacts - people, with names, emails, phones, statuses, tags, custom fields, and avatars
- Companies - organisations, with industry, size, website, address, related companies, and their own custom fields
- Activities - logged interactions: calls, emails, meetings, notes, demos, proposals, and LinkedIn touchpoints
- CRM Tasks - tasks tied to a contact or company, fully integrated with PrimeTask's regular task system
These four types are connected: a contact belongs to a company, an activity is logged against a contact or company or both, and a CRM task can link to any combination of contacts and companies. On top of this, PrimeTask provides a full suite of sales and outreach tools - the Deal Pipeline, Sales Activity Dashboard, Call / Email / Meeting trackers, LinkedIn Outreach, Message Templates, and Outreach Sequences.
PrimeCRM is a Pro feature
Every CRM capability - contacts, companies, activities, CRM tasks, the CRM Dashboard, all trackers, the deal pipeline, LinkedIn outreach, message templates, outreach sequences, CRM import/export, isolated CRM mode, CRM AI agent tools, and CRM in Reports - requires a Pro license. To upgrade, see License Settings.
Not just for business contacts
A common misconception is that CRM is only for sales teams or client work. In PrimeTask, CRM is the only place where contacts exist - including people from your personal life. Your mum, your dentist, a friend you're planning a trip with - they all belong in CRM, because that's the system that lets you assign them to tasks, filter your work by person, and keep notes about them.
What you can do
Store unlimited contacts and companies
with full detail - names, emails, phones, addresses, tags, statuses, custom fields, avatars, logos, and notes
Log activities
against contacts and companies - calls, emails, meetings, demos, proposals, notes, and LinkedIn interactions
Create CRM tasks
tied directly to a contact or company, with time tracking, checklists, subtasks, milestones, and dependencies
Track your sales pipeline
with the Deal Pipeline, tracking demos and proposals through stages
Run a kanban Pipeline Board
that's wired to your contact and company statuses - drag a CRM task across stages and the linked record's status follows
Monitor outreach
with the Sales Activity Dashboard, Call Tracker, Email Tracker, and Meeting Tracker
Run LinkedIn campaigns
from the LinkedIn Dashboard and LinkedIn Pipeline
Build reusable message templates
Import contacts and companies
from CSV, vCard, or JSON, and export them back out
Connect CRM to projects
in Shared or Isolated mode - keep client CRM data confidential per project if you need to
Use CRM data across PrimeTask
&contact, %company), in PrimeFlow canvases, in Reports, and through the MCP server for AI agentsApply custom fields
to contacts, companies, and CRM tasks for any data PrimeTask doesn't track by default
How to reach PrimeCRM
- Sidebar: Click PrimeCRM in the left sidebar. This opens the CRM Dashboard, which is the central hub for everything CRM-related.
- Command palette: Press ⌘+K (or Ctrl+K), type the name of any CRM page - contacts, companies, activities, deal pipeline, LinkedIn - and jump straight there.
- Quick Add: Use the
&token to link a contact and%to link a company while creating a task. See Quick Add Settings. - From tasks and projects: Any task or project that links to a CRM entity has a clickable link that opens the contact or company detail page. See Contacts & Tasks and CRM & Projects.
- From PrimeFlow: CRM entities can appear as nodes on a PrimeFlow canvas. See CRM & PrimeFlow.
CRM keyboard shortcuts
When you're anywhere in PrimeTask, the default keyboard shortcuts for CRM actions are ⌘+⇧+C (New Company), ⌘+⇧+N (New Contact), ⌘+⇧+L (Log Activity), and ⌘+⇧+T (New CRM Task). On Windows, replace Cmd with Ctrl. These are customisable from the Shortcuts tab in Automations Settings. For the full list of every keyboard shortcut in PrimeTask, see Keyboard Shortcuts.
Things worth knowing
CRM data is local-first and per-Space
All CRM data is stored locally on your device - there is no central server, no required login, and no third-party data processor. Your contacts, companies, activities, and CRM tasks live in PrimeTask's local data files.
CRM data is also per-Space. Each Space has its own completely separate set of contacts, companies, activities, and CRM tasks. Switching to a different Space switches your CRM along with it. Your Work Space's contacts don't appear in your Personal Space, and vice versa, unless you deliberately link Spaces through SpacesCare.
Why per-Space matters
Your work contacts stay in your Work Space, your personal contacts stay in your Personal Space, and the two never mix unless you intentionally sync them. This makes Spaces a natural privacy boundary - sharing a Space (via File Sync or iCloud Sync) shares its CRM, while keeping a Space private keeps its CRM private. See CRM & Spaces for the full picture.
Two storage modes - Shared and Isolated
By default, all CRM data inside a Space is Shared - every project in that Space can see and use the same pool of contacts and companies. For most users, this is the right choice and you don't need to think about it.
For projects that need stricter confidentiality (NDA-protected client work, sensitive prospects, etc.), individual projects can switch to Isolated CRM mode, which gives that project its own private CRM storage that other projects in the same Space can't see.
The full breakdown of Shared vs Isolated mode - including auto-sync, what happens when you switch modes, and the difference between unlinking and deleting - lives in Shared vs Isolated CRM.
Enabling and disabling CRM
PrimeCRM can be turned on or off at two levels:
- Per-Space - each Space can independently enable or disable CRM. This is controlled from Settings → PrimeCRM Settings → Per-Space Settings. When CRM is off for a Space, CRM features are inactive in that Space but your data is preserved - nothing is deleted, and re-enabling CRM restores everything instantly.
- Globally - a master switch at Settings → PrimeCRM Settings → Global Settings that disables CRM across every Space at once. PrimeTask asks for confirmation before letting you proceed, and it shows you how many contacts, companies, and projects will be affected so you can make an informed decision.
See CRM Settings for the full walkthrough of both levels.
Smart Protection for per-Space CRM
PrimeTask prevents you from disabling CRM in a Space that still contains contacts, companies, or CRM tasks, to avoid accidental data loss. If you want to turn CRM off for a Space, remove or move its CRM data first.
Common questions
"How do I add a personal contact like a family member?"
Add them to PrimeCRM the same way you'd add a business contact - open PrimeCRM → Contacts, click Add Contact, fill in at minimum a first and last name, and save. There is no separate "personal contacts" system - PrimeCRM is that system.
"Can I share my CRM with my team?"
Yes - by sharing the Space the CRM lives in. PrimeTask supports collaborative Spaces via File Sync (Dropbox, OneDrive, Google Drive, a network share, etc.) and iCloud Sync (macOS). When you share a Space, its CRM goes with it. See Spaces Settings and File Sync Settings for setup details.
"What if I just want to track tasks and don't need CRM?"
You can disable CRM for your Space from CRM Settings and PrimeTask will function as a pure task manager. However, you will lose the ability to assign tasks to anyone other than yourself, because assignees come from CRM. If you need even one collaborator or one contact you want to assign work to, leave CRM enabled.
"Can I import contacts from another tool?"
Yes. The CRM Import & Export feature supports importing from CSV, vCard, and JSON. You can also export your contacts and companies in those formats for backup or migration.
"Can AI agents read and write CRM data?"
Yes. PrimeTask's MCP server includes CRM tools (contacts, companies, activities, CRM tasks) that AI agents like Claude Code, Cursor, and Claude Desktop can use - with your permission. CRM MCP tools require Pro. See CRM & MCP and External Integrations Settings.
"What's the difference between a CRM task and a regular task?"
A CRM task is a task that's tied to a contact or company - it shows up in the contact's or company's detail page alongside their other activities, and it has CRM-specific fields like task type (call, email, meeting, follow-up, demo, proposal). A regular task is the standard PrimeTask task that lives in your project. CRM tasks can also appear in your regular task views - the two systems are integrated, not separate. See CRM Tasks for the full explanation.
Where to go next
| If you want to… | Read this |
|---|---|
| Tour the CRM Dashboard | CRM Dashboard |
| Manage contacts | Contacts |
| Manage companies | Companies |
| Log and browse activities | Activities |
| Work with CRM tasks | CRM Tasks |
| View contact or company details | Contact Details / Company Details |
| Understand Shared vs Isolated CRM | Shared vs Isolated CRM |
| See how CRM connects to tasks | Contacts & Tasks |
| See how CRM connects to projects | CRM & Projects |
| Understand CRM and Spaces | CRM & Spaces |
| Learn about CRM connections and backlinks | CRM Connections & Backlinks |
| Use tags, filters, and views in CRM | CRM Tags, Filters & Views |
| Track your deal pipeline | Deal Pipeline |
| Run a kanban board wired to your CRM statuses | Pipeline Boards |
| Monitor sales activity | Sales Activity Dashboard |
| Track calls, emails, or meetings | Call Tracker / Email Tracker / Meeting Tracker |
| Run LinkedIn outreach campaigns | LinkedIn Dashboard / LinkedIn Pipeline |
| Build reusable message templates | Message Templates |
| Set up outreach sequences | Outreach Sequences |
| Add custom fields to contacts and companies | CRM & Custom Fields |
| Connect CRM to AI agents via MCP | CRM & MCP |
| Use CRM entities on a PrimeFlow canvas | CRM & PrimeFlow |
| See CRM data in reports | CRM & Reports |
| Import or export contacts and companies | CRM Import & Export |
| Configure CRM settings (global, per-Space, statuses, outreach defaults) | CRM Settings |
| Upgrade to unlock PrimeCRM | License Settings |
| Manage Spaces and sync | Spaces Settings |