How to Schedule Follow-Up Reminders

This guide shows you how to create and manage follow-up reminders to ensure you never miss an important callback or visit.

What are Follow-Ups?

Follow-ups are scheduled reminders attached to interactions. They help you:

• Remember to call back a prospect
• Return to a lead at a specific time
• Track pending tasks for lead

How Follow-Ups Are Created

Follow-ups are created as part of recording an interaction. You cannot create a standalone follow-up - it must be associated with an interaction.

Creating a Follow-Up

1. Record an interaction
   • Navigate to a lead
   • Open the interaction form
2. Select an appropriate state
   • Choose an interaction state that has follow-up enabled
   • The follow-up date field only appears for states with follow_up: true
3. Set the follow-up date and time
   • Date picker appears automatically for follow-up-enabled states
   • Select the date for your follow-up
   • Time selection is included
   • Cannot select dates in the past (minimum is today)
4. Add notes
   • Include context in the interaction comment
   • This helps you remember what to do when following up
5. Save the interaction
   • The follow-up is created along with the interaction

Viewing Your Follow-Ups

Personal Follow-Ups Page

View all your scheduled follow-ups:

1. Navigate to /home/follow-ups
2. See a list of all your upcoming follow-ups
3. Features include:
   • Search across lead, city, campaign name, and comment
   • Sort by date (default) or distance from your location
   • Overdue follow-ups are highlighted
   • Pagination support

Follow-Up Table Columns

The follow-ups list shows:

Mobile View

On mobile devices:

• Follow-ups display as swipeable cards
• Overdue items show with a red border indicator
• Quick actions available via swipe gestures
• Distance calculation from your current location

Calendar View

Follow-ups appear in the calendar:

Personal Calendar

1. Navigate to /home/calendar
2. View follow-ups in a weekly schedule
3. Calendar shows 6 AM to 10 PM hours
4. Events are color-coded by campaign
5. Click an event to navigate to the lead

Team Calendar

1. Navigate to /home/[team]/calendar
2. See team follow-ups

Calendar Features

• Week view display
• Events show 1-hour default duration
• Hover to see lead details in tooltip
• Click to navigate to lead detail page

Managing Follow-Ups

Completing a Follow-Up

When you've made contact:

1. Go to the lead
2. Record a new interaction
3. The new interaction updates the follow-up status
4. Previous follow-up is considered addressed

Taking Action on Follow-Ups

From the follow-ups list, you can:

Overdue Follow-Ups

Follow-ups become overdue when the scheduled date/time passes:

• Displayed with visual indicator (red border on mobile)
• Still appear in your list until addressed
• Sort by date to see overdue items first

Follow-Up Data

Each follow-up includes:

Best Practices

Scheduling

1. Be realistic - Schedule times you can actually follow through
2. Use specific times - When the customer gave a callback time
3. Consider time zones - Schedule appropriately for the customer
4. Don't overload - Space out follow-ups throughout the day

Organization

1. Morning review - Check today's follow-ups each morning
2. Lead overdue items - Handle old follow-ups promptly
3. Update after contact - Record new interactions to mark progress

Notes Quality

Include helpful context:

• Why you're following up
• What was discussed previously
• What you need to bring or prepare
• Customer preferences or concerns

Notifications

Current Behavior

Follow-ups appear in:

• The follow-ups list page
• Calendar views (personal and team)
• Lead detail pages

Note on Push Notifications

The system currently manages follow-ups through the UI (tables and calendar views). Automated email or push notifications for approaching follow-up dates are not currently implemented.

Troubleshooting

Follow-Up Date Not Appearing

If the follow-up date field doesn't show:

1. Check the interaction state you selected
2. Not all states have follow-up enabled
3. Try selecting a different state
4. Contact your administrator to verify state configuration

Follow-Up Not Showing in List

If a follow-up isn't visible:

1. Check the date - it may have already passed
2. Verify you have access to the campaign
3. Check filters aren't hiding it
4. Refresh the page

Can't Edit Follow-Up

To change a follow-up:

1. Record a new interaction on the lead
2. Set the new follow-up date
3. The latest interaction's follow-up takes precedence

Related Topics

• Follow-Ups - Follow-up management overview
• Recording Interactions - Creating interactions
• Calendar - Calendar view
• Interaction States - State configuration