Staying organized without turning this into a second job

You don't need a CRM. You need one shared note and one shared calendar. In the note: a short list of programs (no more than 12), with three columns — coach name, last contact date, next step. In the calendar: visit dates, camp dates, and any academic deadlines (NCAA Eligibility Center, FAFSA, school transcripts). Review it once a week, on a quiet morning. Twenty minutes. That's the whole system. Anything more elaborate becomes a job, and the job will start to feel like the point — which it isn't.