Who this is for: Managers | Series: Pipeline & Follow-Up Reminders — Part 2 of 2
📋 Pipeline & Follow-Up Reminders
- Part 1: Move Leads Through Your Prospect Pipeline
- Part 2: Set Follow-Up Reminders on Your Estimates — You are here
A follow-up reminder ties a specific date to a prospect card. When that date arrives, the prospect surfaces in the Follow-Ups tab so you know exactly who to call and when — without keeping a mental list or trusting yourself to remember.
Set a reminder when adding a new prospect #
When you create a new prospect card, the Follow-up section is at the bottom of the form. Toggle on Set Follow-up Date and a date and time picker appears. Tap the date to select when you want to follow up. Tap Add to save the prospect — the reminder is set at the same time.
Set a reminder on an existing prospect #
Tap any prospect card in the Kanban to open it. Tap Edit and scroll to the Follow-up section. Toggle on Set Follow-up Date and pick the date and time. Save the card. The reminder is saved to that prospect immediately.
The date appears as a badge on the prospect card in the Kanban — a calendar icon next to the date. If the reminder date has passed without you clearing it, the badge turns red with an exclamation mark so it stands out in the pipeline.
💡 When to set it: Set the reminder right after sending the estimate — while you’re still at the property or in your vehicle. If the client gave you a specific timeline (“I’ll know by Thursday”), set it for Wednesday so you reach them before they’ve moved on. If they were vague, 3 days is a solid default for most jobs.
The Follow-Ups tab #
The Follow-Ups tab in the Prospect Pipeline collects every prospect that has a reminder date set. When any reminders are overdue, the tab label shows a count badge — “Follow-Ups (N)” — so you see it immediately when you open the pipeline.
The tab has two sections:
- Overdue — reminders whose date has passed. Names and dates appear in red. The count shows in the section header: “Overdue (N)”. These are the calls you need to make today
- Upcoming (N) — future reminders sorted by date, closest first. These are the calls coming up this week
Each row in the Follow-Ups tab shows the prospect name, company, the reminder date and time, and a stage badge so you know where they are in the pipeline. Tap the row to open the prospect card and make the call with full context.
If the tab shows “No follow-up dates set,” no prospects currently have a reminder scheduled. The empty state prompts: “Open any prospect card and toggle on ‘Set Follow-up Date’ to schedule a reminder.”
Clear or update a reminder #
To clear a reminder from the Follow-Ups tab, tap the ✕ button on the right side of the row. The reminder is removed immediately — the prospect stays in the pipeline at its current stage, but the follow-up date is cleared and the card badge disappears.
To update the date — the client asked for more time, or you want to push it out — open the prospect card, edit the Follow-up section, and pick a new date. The old reminder is replaced.
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