Personal CRM
Past clients don't leave. They drift.
See who you haven't spoken to in a month, whose birthday is today and the date that matters to them, before they drift to someone else.
30 minutes. You choose the day and the time.
- Hannah GohLast activity 41 days agoInactive over 30 days
- Edwin TeoBirthday today, turns 38In today's birthday email
- Nadia RahimPackage ends in 7 daysReminder: 7 days before
- Ben OngCheck-in in 3 monthsSet in one tap after his last session
Repeat customers
Checking in by memory costs you repeat customers
Hannah trained with you for a year, then went quiet over the school holidays. Nobody decided to stop. You meant to check in, and in March you see her at another gym.
01Gone quiet
See who you haven't spoken to in 30 days.
The Inactive over 30 days view lists every client with no activity for a month: no note, no done task, no WhatsApp message either way and no stage move. Open it once a week and pick three to call.
- Ready on every pipeline
- Counts notes, done tasks, chats and stage moves
- Never contacted lists the ones you haven't reached at all
- Inactive over 30 daysNo note, done task, chat or stage move in a month3
02Birthdays
Know whose birthday it is today.
Add a Birthday field and the record shows how old a client turns, and in how many days. On a day with a birthday, an email at 8am lists who it is, so the message goes out on the day, not the day after.
- The Birthdays view, grouped by month
- An email at 8am, only on days with a birthday
- Clients ticked Do not contact are left out
- Birthday fieldAdded to Renovation jobs
03Their dates
Keep the dates they told you about.
A package ending, a wedding anniversary, the day they move house. Save it in a date field and set it to remind you every year, or once. You get an email on the day and seven days before.
- Any date field can remind you
- Every year, or once
- On the day, and a week before
- Date field: Move-in day20 Dec. Kumar told you on the call
04Next check-in
Set the next check-in before you hang up.
As the call ends, give the client a follow-up date: tomorrow, a week, a month, three months or a year, each one tap. On the day, they're on Next activity due.
- Five quick dates, or any date you pick
- Same as last, for the date you used before
- With phone alerts on, a reminder on the day
- Priya Menon, call endingPaid, S$31,000. Happy with the kitchen
05What they said
Remember what they told you last time.
Write it on their record: the knee that was bothering him, the daughter starting Primary 1. Next time, the notes are on the Activity tab, newest first, or press Generate for an AI summary before you call.
- Notes on the record, with the date
- Chats, notes and events in one timeline
- An AI summary when you want the gist
- WhatsApp, Daniel, 24 OctOk, let me check with my wife this weekend.
- Event, 24 OctQuote sent: Kitchen, S$18,400
- Note, 23 OctBudget around S$20,000. Flexible on the tiles, not on the quartz top.
- Note, 23 OctWants the kitchen done before Chinese New Year.
And the rest
Small things that help you stay in touch
Goes well with
Remember what matters to each client, before they drift.
Start with the clients you haven't spoken to since the last school holidays.
30 minutes. You choose the day and the time.
Before you start
Worried it'll feel like more admin?
Most of it sorts itself. The quiet clients, the birthdays and the saved dates come to you. The one habit is setting the next check-in as you hang up, which is a single tap.
Not on a repeat. Set the next date each time you speak, with 3 months as a one-tap choice. A saved date, like a birthday, can repeat every year.
No. Palby CRM tells you who to contact, and you write to them. To send messages on their own, see how Palby follows up on WhatsApp.
Both work. It keeps people, dates and notes, so it suits past clients you want back as much as new ones you're chasing.
Yes, once your number is linked. A message either way counts as activity, so that client drops off Inactive over 30 days.
There's no public price for Palby CRM yet, so you'll get a price for your team on the walkthrough.