If you’re chasing leads and deals but your follow-ups keep slipping through the cracks, you’re not alone. Most sales reps think they’re following up enough—most are dead wrong. If you’re using Salesrabbit and you want to actually close more deals (instead of just hoping for the best), this is for you.
We’re going to walk through exactly how to automate follow-up reminders in Salesrabbit, what works, what’s a waste of time, and how to avoid annoying your customers—or yourself. No fluff, no hype, just the steps and some hard-won advice.
Why Bother With Automated Follow-Up Reminders?
Let’s be real: nobody has a perfect memory, and even the best CRM won’t close deals for you. If you’re not following up, you’re leaving money on the table. Automation is about making sure you don’t forget, not about spamming your leads into oblivion.
Automated reminders help you: - Reach out at the right time (even when you’re busy or distracted) - Keep your pipeline moving - Avoid the mental overhead of tracking every little thing - Look more professional—nobody likes a rep who ghosts them
But don’t kid yourself—no system is perfect. Automation can help a lot, but if you set it and forget it, you’ll just have a pile of ignored reminders. The key is to set it up so it works with your workflow, not against it.
Step 1: Get Your Salesrabbit Account Ready
Before you start automating reminders, make sure your Salesrabbit setup isn’t a mess.
Checklist: - You’ve got admin or manager access (if you’re just a user, you might need help from your team lead) - Your leads are properly imported and assigned (no duplicates, no test data in the mix) - Your pipeline stages make sense for your actual sales process
Pro tip: If your pipeline is cluttered with old, dead leads, clear them out first. Automation is great, but not if it’s pinging you about folks who ghosted you months ago.
Step 2: Understand Salesrabbit’s Reminder System
Salesrabbit isn’t Salesforce or HubSpot, and that’s both good and bad. It’s built for field sales—think door-to-door, direct sales, solar, pest control, that kind of world.
What you get: - Simple, event-based follow-up reminders (not fancy drip campaigns) - Push notifications and in-app reminders - The ability to set reminders per lead or per activity
What you don’t get: - Complex workflows or marketing automation - Branching sequences or A/B testing - Automatic emails or SMS (unless you use third-party add-ons or integrations)
If you want heavy-duty automation, you’ll need to connect Salesrabbit to something like Zapier or your email tool. But for most reps, the built-in reminders are the sweet spot: not overwhelming, but enough to keep you honest.
Step 3: Setting Up Basic Follow-Up Reminders
Here’s the no-nonsense way to make sure you’re following up:
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Open the Lead Profile: Find your lead in Salesrabbit, either on the map or in your lead list.
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Add a Follow-Up Reminder:
- Tap on the lead, then look for the “Reminders” or “Follow-Up” option (the UI changes sometimes, but it’s usually near the bottom).
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Set a date and time. Be realistic—don’t just set everything for “tomorrow.” Think about when the lead is actually likely to respond.
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Customize the Note: Write a quick note about why you’re following up. “Call back about contract details” beats “Follow up” any day.
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Save & Sync: Hit save. If you’re working offline (it happens), make sure to sync when you’re back on Wi-Fi.
Repeat for every new, promising lead. Don’t bother setting reminders for clear dead ends—you’ll just clog up your to-do list.
Pro tip: Batch your reminders at the end of each day. Spend 10 minutes reviewing new leads and set reminders in one go. Less context switching, fewer mistakes.
Step 4: Automating Recurring Reminders
Salesrabbit lets you set recurring reminders, but it’s a bit basic. Still, it beats nothing.
- When you set a reminder, look for the “Repeat” or “Recurring” option.
- Choose daily, weekly, or custom intervals.
- Use this for leads who need multiple touches (think: “Call every Friday until I get a firm answer”).
What to watch out for: - Don’t overdo it. If you set too many recurring reminders, you’ll start ignoring them (trust me, we’ve all been there). - Make sure to stop the recurrence once the deal is closed or dead. Otherwise, you’ll look unprofessional—or just annoy yourself.
Step 5: Use Automated Status Triggers (If Available)
Depending on your Salesrabbit package and setup, you might have access to workflow automations or status-based triggers (sometimes called “Smart Assign” or similar).
If you do: - Set triggers so that when a lead moves to a certain status (“Interested,” “Needs Follow-Up,” etc.), a reminder is created automatically. - Make sure these triggers match your real process. If every new lead gets a reminder, you’ll get alert fatigue fast.
What to ignore: Don’t let the admin (or some “automation consultant”) set up a million triggers you don’t need. More reminders ≠ better results. Make sure every automation serves a purpose.
Step 6: Integrate With Your Calendar or Notification System
Don’t want to live inside the Salesrabbit app? Fair enough. Push your reminders to your phone’s calendar or notifications.
Options: - Use the Salesrabbit mobile app for push notifications (works well, as long as your phone isn’t overloaded with other alerts). - If your team uses Google Calendar or Outlook, see if Salesrabbit’s integrations or export features are enabled. Syncing reminders to your main calendar means you actually see them. - For the tech-savvy: Use Zapier to send Salesrabbit reminders to Slack, email, or wherever you live.
Heads up: Integrations can break or behave weirdly—double-check that your reminders are actually getting through before you trust your whole pipeline to them.
Step 7: Actually Work Your Reminders
This is the part nobody talks about. Automation is great, but if you’re just snoozing reminders all day, you’re spinning your wheels.
How to make it stick: - Block 30 minutes daily just for follow-ups. No excuses. - Mark reminders as complete in the system as soon as you’ve done them. Don’t let your list get stale. - Once a deal is closed (won or lost), clear or archive the reminders for that lead.
If you fall behind: Don’t try to “catch up” on 50 missed reminders in one day. Prioritize hot leads and start fresh.
What Works, What Doesn’t, and What to Ignore
What works: - Setting reminders while the lead is fresh—ideally right after the first meeting or call. - Keeping notes short and actionable (“Send proposal,” “Text with quote,” etc.). - Reviewing and updating reminders as your pipeline changes.
What doesn’t: - Over-automating. Mass reminders lose their power if you never look at them. - Relying on generic reminders (“Follow up,” “Check in”)—they’re easy to ignore. - Letting reminders pile up. A bloated task list is just another form of procrastination.
Ignore: - Fancy “AI” tools that promise to follow up for you. Unless you’re running a massive call center, they’re usually overkill. - Any process that adds more steps than it saves.
Keep It Simple—Iterate As You Go
Automating follow-up reminders in Salesrabbit can absolutely boost your close rates—but only if you keep it simple and stay consistent. Start with basic reminders, add recurring ones for your best leads, and only layer on integrations if you actually need them. The goal isn’t to have a perfect system—it’s to make sure you never miss a hot lead again.
Take it one step at a time. Tweak your setup as you go. And remember: no automation replaces actually picking up the phone.