Work · In-house system
An in-house CRM where every record has a source, a status and a history.
Kolosseum's internal CRM, built on Notion. Prospects are segmented and qualified, and every record carries its source, verification, contact status and message history. In October 2026 it held 21,804 prospect records.
In production
Notion CRM
- Owner
- Kolosseum, internal use
- Platform
- Notion, with Kolosseum's data model and workflow
- Our role
- Data model, workflow, views and upkeep
- Status
- In production, ongoing development
- Scale
- 21,804 prospect records (October 2026)
Starting point
When prospects, partners and tenders arrive from many sources, the information scatters across inboxes, spreadsheets and memory. It becomes hard to say who has already been contacted, where a piece of information came from and whether it still holds.
Who it is for
Kolosseum's sales, tenders and partnerships. The system is in daily use.
Our responsibility
The system is built on Notion. Kolosseum designed and maintains the data model, fields, statuses, views and workflow.
Use path
From a new record to a logged contact.
How a new organisation moves through the system, from first record to contact.
- 02.1RecordThe organisation is added as a new record, with its source noted, for example a public tender notice.
- 02.2SegmentSector, size and need are classified with agreed values, so similar records sit in one view.
- 02.3VerifyThe record shows whether the information has been checked, so unverified data stands apart from verified data.
- 02.4QualifyThe record gets a status that says whether contact is timely.
- 02.5ContactThe contact status is updated and the message sent is logged in the history, so the next step is visible on the record.
Shown with example data.
Notion CRM
The system
Data structure
One record carries the organisation's basics, segment, qualification, source and verification, contact status and message history. Statuses move through agreed values, so views can be filtered by status, segment or source.
Access
Access is limited by workspace permissions.
Current use
In daily use in Kolosseum's sales and tender work.
Ongoing development
Fields, statuses and views are refined as use shows which information decisions actually need.
Notion CRM
Highlights
- 04.121,804 prospect records in one structure: segment, qualification, source, contact status and message history.
- 04.2A workflow built on an existing platform and in daily use.
Work
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Contact
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