If you’re tired of chasing leads or clients because someone forgot to follow up, you’re not alone. Manual reminders slip through the cracks, and sticky notes don’t scale. This guide is for anyone who wants to stop losing business because of missed follow-ups—whether you’re in sales, support, or just trying to keep things moving. We’ll walk through how to use Justcalliq workflow features to automate follow-up reminders, so you can spend less time nagging and more time actually helping your customers.
Why Automate Follow-Up Reminders?
Before diving into the how-to, let’s be clear on the why. Most people think they’ll remember to circle back after a call or email—but they don’t. Even the best CRM notes won’t help if you never look at them again.
Automated reminders are about:
- Saving time: No more calendar invites or “remind me later” notes.
- Reducing mistakes: Automation doesn’t forget.
- Keeping leads warm: Quick, reliable follow-ups mean fewer lost deals.
And honestly, if you’re not automating this, you’re making life harder for yourself.
What You Need to Know About Justcalliq Workflows
Justcalliq’s workflow features let you automate routine tasks like sending reminders, updating CRM fields, or nudging teammates. But, and this is worth stressing, it’s not magic. You have to set up the logic yourself, and you’ll need a clear idea of:
- What triggers a follow-up (missed call, specific outcome, time delay, etc.)
- Who needs reminding (yourself, a team member, the customer)
- How reminders get delivered (email, SMS, app notification)
If you’re expecting an AI butler to read your mind, you’ll be disappointed. But if you’re willing to spend 20 minutes upfront, you’ll save hours later.
Step 1: Define When Reminders Should Happen
Don’t just automate for the sake of automation. First, figure out what actually needs a follow-up. Some common triggers:
- Missed or unanswered calls
- Voicemails left by leads
- Sales calls marked as “not interested” (for a gentle nudge later)
- Support cases that didn’t get resolved on the first call
Pro tip: Start with one or two scenarios, not everything at once. You can always add more later.
Step 2: Map Out Your Reminder Logic
Think through the chain of events. This is where most people mess up—they automate the wrong thing, or send reminders too often.
Ask yourself:
- How long after the trigger should a reminder go out? (Minutes? Hours? Days?)
- Should there be more than one reminder? (e.g., a nudge after 24 hours, and again after 3 days?)
- What should the reminder say? (Keep it short and actionable.)
- Is this an internal reminder (to you or your team), or something the customer sees?
Example:
If a lead misses your call, you might want to:
- Send yourself a reminder 1 hour later to call them back.
- If you haven’t called back within 24 hours, send a second reminder.
- If still nothing after 3 days, mark the lead as “cold.”
Keep it practical. Don’t overcomplicate things with branching logic unless you actually need it.
Step 3: Set Up a Workflow in Justcalliq
Assuming you have access to Justcalliq’s workflow builder (check your plan—some features might be limited on lower tiers):
- Go to the Workflow Section
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Log in, find “Workflows” in the main menu.
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Create a New Workflow
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Click “New Workflow” or similar. Give it a clear name, like “Missed Call Follow-Up.”
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Add a Trigger
- Choose what kicks off the workflow. This could be:
- Missed call
- Voicemail received
- Call outcome updated
- Custom trigger (like a contact tag added)
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Set any filters (for example, only leads in a certain pipeline).
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Set the Reminder Action
- Choose how you want the reminder sent:
- Email (to you or your team)
- SMS (if you want it on your phone, but this can get spammy)
- In-app notification
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Customize the message. Don’t use the default unless it actually fits your workflow.
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Add a Delay (Optional)
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Insert a wait time if you don’t want the reminder instantly. Example: “Wait 1 hour, then send reminder.”
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Add Additional Steps (Optional)
- If you want escalations (like a second reminder), chain actions together.
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Example: “Wait 24 hours, check if follow-up completed. If not, send another reminder.”
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Save and Activate
- Review your workflow. Test it on yourself or a test lead before rolling out.
Pro tip: Don’t send reminders out of context. If your team gets “remind yourself to follow up” messages with zero details, it defeats the purpose.
Step 4: Test and Refine
Here’s where most automation goes off the rails: people set it and forget it. Don’t do that.
- Run a test with your own contact info.
- Trigger the workflow and see what you actually get—does the reminder make sense? Is it at the right time?
- Check for annoying side effects, like duplicate reminders, or reminders for things you don’t actually want.
- Ask a teammate to try it and give honest feedback.
Tweak the delay times, messages, and triggers until it fits your real workflow. If you’re getting annoyed by your own reminders, that’s a sign to dial it back.
Step 5: Ignore the Fluff and Focus on What Actually Helps
It’s easy to get distracted by “advanced” options—branching logic, complex conditional triggers, integrations with ten other tools. Unless you have a real use case, skip it.
What actually matters:
- You get a reminder when you need it.
- The reminder tells you what to do, without making you dig for context.
- You’re not getting spammed or missing important stuff because of over-automation.
If you’re spending more time tweaking your workflows than actually following up, you’ve gone too far.
Real-World Tips (From Someone Who Hates Unnecessary Notifications)
- Don’t remind everyone for everything. Only set reminders for high-value actions. Too many reminders and people start ignoring all of them.
- Use clear, specific language. “Follow up with John Smith re: contract” beats “Remember to follow up.”
- Review your results every month. Are you actually closing more leads or resolving more cases? If not, cut back or change your triggers.
- Document your workflows. If you’re on a team, write down what each workflow does. Otherwise, you’ll forget why you set it up in six months.
What to Watch Out For
Not everything works perfectly. Here’s what to keep an eye on:
- Reminder fatigue: If you (or your team) start ignoring reminders, they’re useless. Less is more.
- Notification overload: Email, SMS, and app pings add up. Pick one or two channels—don’t use all three unless there’s a really good reason.
- Missed triggers: Sometimes a workflow doesn’t fire because the trigger wasn’t precise enough. Double-check your setup if you notice missed reminders.
- Integration hiccups: If you’re syncing with other tools (like your CRM), test thoroughly. Data mismatches can lead to missed or duplicate reminders.
Keep It Simple, Iterate, and Don’t Overthink It
Automating follow-up reminders in Justcalliq isn’t rocket science, but it does take some thought. Start simple—one or two workflows, clear triggers, and actionable reminders. Get feedback, adjust, and add complexity only if it actually saves you time or closes more deals.
The best workflow is the one you actually use. If you find yourself spending hours tinkering, step back and ask if it’s really making you more productive—or just making you feel busy. Keep things lean, and let automation do the boring stuff so you can focus on what matters.