Notion as a concierge CRM: where it fits and where it doesn’t
Notion is where many lifestyle concierge teams keep their city guides, SOPs and a member database built from a template. It is a fine workspace. Running members, requests and commission through it is a different job.
The short version
Notion combines docs, wikis and databases in one workspace, and Notion CRM templates are sold widely. For a small concierge team that is appealing: one page per member, a board for open requests, a vendor database linked to both, all next to the restaurant notes and the onboarding guide.
In practice the member page is the one nobody opens mid-request. The real conversation is in a lifestyle manager’s WhatsApp or inbox, so the preference that matters (no shellfish, aisle seat, the daughter’s name) gets mentioned in a message and never makes it onto the page. Request status lags behind reality, commission is a formula someone has to check, and passport scans sit as attachments on a page in a general workspace. When the person who set up the template moves on, so does the knowledge of how it was meant to work.
MyRolodex is built for that operational side. Emails and texts sync onto the member’s record, requests have owners, status and audit history, vendor commission is logged per booking, and passports live in an encrypted vault. Many teams keep Notion for what it does best, their internal knowledge, and run member work in MyRolodex.
Side by side, for concierge work
| What you need | Notion | MyRolodex |
|---|---|---|
| What it’s built for | Docs, wikis and linked databases for any team | Members, requests, vendors and billing for concierge teams |
| Member profiles | A database from a template, shaped by you | Preferences, allergies, family, birthdays and loyalty numbers built in |
| Emails and texts with members | Not the focus; messages stay in inboxes and on phones | Synced from staff’s own Gmail, Outlook, iPhone and Android |
| Request tracking | Board or table views you set up and keep current | Owner, status and audit history, with incoming emails and texts auto-routed |
| Vendor commission | Formulas you build and check | Logged per booking, reported by vendor |
| Billing members | Handled in a separate tool | Dues, pass-through costs, cards on file and export to QuickBooks or Xero |
| Passports and cards | Pages and attachments in a general workspace | Encrypted vault with every view logged and expiry dates tracked |
| Internal SOPs and city guides | Excellent, and the natural home for them | Not the focus; keep Notion for this |
When Notion is the better choice
For internal knowledge, Notion is hard to beat. Restaurant notes, villa reviews, onboarding guides and standard operating procedures belong in a workspace like it, and MyRolodex does not try to replace that. Most teams that move member work over keep Notion for exactly this.
A Notion CRM can also be enough for a solo concierge or a very small team with a few clients, little document handling and simple billing. If the template still matches how you work and nothing is slipping, there is no need to change. The signal to move is when member context starts living in chats instead of on the page.
Moving member work from Notion to MyRolodex
- 1
Export your member and vendor databases
Export each Notion database as a CSV. Members, vendors and open requests are usually enough; leave the SOPs and guides where they are.
- 2
Map properties onto profiles
We map your database properties to MyRolodex fields with you, so preferences, family details and vendor rates land in structured fields rather than free text.
- 3
Connect email and phones
Each person on the team connects their Gmail or Outlook and their phone. From then on, conversations sync to the right member and request without anyone copying them onto a page.
- 4
Clear out sensitive pages
Move passport and card scans into the vault, then remove them from Notion. Keep your old member pages archived for reference during a short overlap.
MyRolodex vs Notion: common questions
Anything else, write to hello@myrolodexcrm.com.
Can we keep using Notion?
Yes, and most teams do. Notion stays the home for SOPs, city guides and internal notes. MyRolodex takes over the operational side: members, requests, vendors, billing and documents.
Can we import our Notion CRM template?
Yes. Export the databases as CSV files and we help you map the properties onto member, request and vendor records. We reconnect members, families and vendors during import.
Is it safe to keep passports in Notion?
Notion is a general workspace, so documents there sit alongside everything else, and expiry dates are yours to track. The MyRolodex vault is built for this: passports, licenses and cards are encrypted, every view is logged and expiry dates are tracked.
Does MyRolodex have docs or a wiki?
No. It is focused on member work, not internal documentation. If you need a knowledge base, Notion is a good choice to keep alongside MyRolodex.
How does pricing compare with Notion?
Notion has its own plans, and many teams already pay for it. MyRolodex pricing is custom to your team and how you work. Book a walkthrough and we’ll put together a quote.
Ready to see how MyRolodex compares with Notion for your team?
Or write to hello@myrolodexcrm.com