PrimeCRM Settings

PrimeCRM Settings is where you control how PrimeCRM behaves across your install. It's the one place to turn the whole CRM system on or off, decide which of your spaces have CRM active, manage the status labels that appear on contact and company records, set your outreach defaults for Message Templates, and switch individual projects between a shared contact pool and a project-only one.

Pro feature

PrimeCRM is part of the PrimeTask Pro tier. To use it, upgrade from License Settings.

What you can do

Turn PrimeCRM on or off globally

one master toggle for the whole app.

Turn CRM on or off for individual spaces

keep it active in your Work space but off in your Personal space, or any combination you want.

Add custom contact statuses

to the default set, with one list per space.

Add custom company statuses

to the default set (Prospect, Customer, Partner, Inactive), with one list per space.

Bring custom statuses over from another space

so you do not have to re-type them every time.

Set your Outreach defaults

for Message Templates: what happens when you click Copy, whether messages are saved to the contact's timeline, and how PrimeTask measures which templates actually get replies.

Bring Message Templates over from another space

in one click.

Pick a CRM mode per project

Shared (the project uses the space's main CRM) or Isolated (the project gets its own private CRM, optionally auto-synced with the shared pool).

How to open PrimeCRM Settings

Sidebar (default): Open Settings from the sidebar, then expand PrimeCRM Settings.
Settings search: Open Settings and type CRM, PrimeCRM, contact statuses, company statuses, or outreach.
Command palette: Press ⌘+K (or Ctrl+K), type CRM, and pick the entry.

Things worth knowing

Global vs per-space - two layers of control

PrimeCRM has two independent switches:

The global switch gates the whole CRM system across the app. If this is off, CRM is off everywhere, no matter what the per-space switches say.
The per-space switches let you keep CRM active in some spaces and off in others. This is how you run a Work space with full CRM and a Personal space that stays CRM-free.

You'll almost always want the global switch on, and use the per-space controls to fine-tune where CRM actually appears.

Turning CRM off never deletes your data

Both the global and per-space toggles are non-destructive. When you turn CRM off, your contacts, companies, activities, message templates, and CRM tasks stay exactly where they are. They are simply not available to use until you turn CRM back on. Nothing is removed from your space files. You can experiment freely.

CRM toggles are visibility, not deletion

Nothing about turning CRM off touches your data. Everything comes back the moment you turn CRM back on. Think of it as hiding the feature, not removing the information.

Smart Protection - you can't turn off CRM in a space that still has data

If a space already contains contacts, companies, or CRM tasks, PrimeTask blocks the per-space toggle until the data is removed or moved. This is deliberate - turning CRM off on a space full of records would make it look like the records had vanished, even though they are still sitting in the file. Move or delete the data first, then turn CRM off for that space.

Smart Protection is a one-way guard

It prevents confusion, not data loss. The underlying data is always safe either way. If you're sure you want CRM off in a space, delete or move the data first, then toggle CRM. If you just want CRM off temporarily, the cleaner option is to use the global toggle instead.

Custom contact and company statuses live in one space at a time

Every space starts with a small set of built-in statuses. Contacts have their own list. Companies start with Prospect, Customer, Partner, and Inactive. You can add any number of custom statuses on top of those (Hot Lead, Negotiating, Churned, Renewed, whatever fits your workflow). Custom statuses are scoped to the space where you created them.

If you want to reuse the same set of custom statuses in another space, switch to the destination space in PrimeCRM Settings, open the Contacts or Companies tab, and use the Bring custom statuses into this space section. Pick the source space and PrimeTask shows you exactly which statuses will be copied and which will be skipped because the same name already exists. The flow is the same for both contact statuses and company statuses.

Safe to run more than once

The cross-space copy skips any status whose name is already in the destination, so you can re-run it after adding more statuses to the source space and only the new ones will come over.

Outreach defaults - how Message Templates behave

The Outreach tab is where you set the defaults for Message Templates in this space:

What happens when you click Copy - open the personalisation panel by default, always open it (and disable the Cmd-click shortcut to skip it), or just copy the raw template every time.
Whether messages are saved to the contact's timeline by default - leave the tickbox in the personalisation panel off and decide each time, or pre-tick it so every message you copy creates an activity on the contact.
How long PrimeTask waits for a response before counting it - the window used to credit replies back to the template that started the conversation. The default of one month suits most outreach.
How many uses a template needs before it shows a success rate - too few uses produces a misleading early percentage, so PrimeTask hides the number until the sample is meaningful.
Whether PrimeTask should track success automatically - recommended on. With this on, PrimeTask watches your contact activities and credits templates without you doing anything. Turn it off if you would rather mark every outcome by hand.

These settings are per-space, so you can run a strict outreach style in your Sales space and a relaxed one in your Personal space.

Bringing Message Templates over from another space

In the same Outreach tab, the Bring templates over from another space section copies an entire library across in one click. Pick the source space and you will see exactly which templates will be copied and which will be skipped because the same name already exists in the destination. Each copy is independent - editing it later does not change the original. See Message Templates.

One library, many spaces

Build your strongest templates in one space, then copy them into every other space you work in. They diverge from that point on, so each space can adapt its copy without affecting the others.

Shared vs Isolated CRM mode - per project

Every CRM-enabled project picks one of two modes:

Shared (default) - the project uses the space's main CRM. Contacts and companies created inside the project go into the shared pool; everything in the shared pool is available to the project.
Isolated - the project gets its own private CRM. Contacts and companies added to the project stay scoped to that project and don't leak into other projects in the same space.

Isolated mode is for projects that need stricter separation: NDA client work, sensitive prospects, anything you don't want mixed in with the rest of your CRM. When you switch a project to Isolated, PrimeTask asks you to confirm before it creates the private CRM for that project.

Isolated projects also get an Auto-sync with Shared CRM option. When auto-sync is on, shared contacts and companies stay available inside the isolated view (you can read and edit them, and they are marked as shared). When auto-sync is off, the project is fully isolated and sees only its own private records.

Use Isolated mode only when you need it

For most workflows, Shared mode is simpler and friction-free. Reach for Isolated when a project has genuinely sensitive contacts that shouldn't appear in other projects. For everything else, stay Shared.

For the full breakdown, see Shared vs Isolated CRM.

Common questions

"Can I have CRM on in my Work space but off in my Personal space?"

Yes. Leave the global CRM switch on, then go to the per-space settings and pick each space independently. You can turn CRM off in Personal while keeping it on in Work, or any combination.

"Why won't PrimeTask let me turn off CRM in this space?"

Because that space still has CRM data in it (contacts, companies, or CRM tasks). Smart Protection is keeping you from accidentally hiding records. Delete or move the data first, then the per-space toggle will let you turn CRM off.

"If I turn off CRM, will my contacts and companies be deleted?"

No. Both the global and per-space toggles are visibility controls, not delete commands. Your data stays in the space file and comes back the moment you re-enable CRM.

"I want custom company statuses like Hot Lead and Negotiating."

Open PrimeCRM Settings, go to the space you want to customise, open the Companies tab, and add your statuses one at a time. They will appear in the Status dropdown on every company in that space and in the filter on the Companies page. The same flow works for contact statuses on the Contacts tab.

"I set up custom statuses in my Work space. Can I reuse them in a new space?"

Yes. In the new space's Contacts or Companies tab, use the Bring custom statuses into this space section, pick the source space, and click Copy. You will see exactly which statuses will be copied and which will be skipped before you commit.

"How do I stop the personalisation panel from opening every time I copy a template?"

Open the Outreach tab in PrimeCRM Settings and change What happens when you click Copy to Just copy the template, no panel. You can also leave the panel as the default and hold Cmd (or Ctrl on Windows) when clicking Copy to bypass it just once.

"I want every template I send to be logged on the contact's timeline automatically."

Open the Outreach tab and switch Save messages to the contact's timeline to On - save every message I send. From then on the tickbox in the personalisation panel will be pre-ticked, so every copy creates an activity. This is also what makes the success rate on each template work, since PrimeTask uses logged activities to figure out which templates get replies.

"I built up a great template library in one space. Can I bring it into another space?"

Yes. From the destination space's PrimeCRM Settings, open the Outreach tab and use the Bring templates over from another space section. Pick the source space, see what will be copied, and click. Templates with the same name in the destination are skipped, so it is safe to run more than once. See Message Templates.

"I have one project with confidential contacts that shouldn't mix with the rest of my CRM. What do I do?"

Switch that project to Isolated CRM mode. Its contacts and companies will stay scoped to the project and won't leak into your main CRM. If you want the project to still be able to read your main contacts, leave Auto-sync with Shared CRM on. For stricter separation, turn auto-sync off. See Shared vs Isolated CRM for the full comparison.

"I turned CRM off globally but a space still shows CRM features. Why?"

You probably have two switches in different states. The global switch is the master - make sure it's off if you want CRM off everywhere. If the global switch is on but a specific space still shows CRM, check that space's per-space toggle.

Where to go next

If you want to…	Read this
Write and personalise outreach messages	Message Templates
Build multi-step outreach plays	Outreach Sequences
Understand Shared vs Isolated CRM in detail	Shared vs Isolated CRM
Manage your contacts	Contacts
Manage your companies	Companies
Link CRM to specific projects	CRM & Projects
Upgrade to Pro to unlock CRM	License Settings