If you’re tired of chasing leads, sending the same reminders, or losing deals because your follow-ups fall through the cracks, this guide is for you. We’ll walk through real ways to automate follow-up tasks in Getlia so you actually close more deals—without turning your workflow into a tangled mess of zap chains and notifications.
Heads up: This isn’t a magic fix. Automation helps, but only if you set it up with clear goals and keep things simple.
Why Automate Follow Up (And What to Watch Out For)
Before diving in, let’s be brutally honest: automating follow-ups can absolutely increase your conversion rates—if you do it right. But sloppy automation is worse than doing nothing. Nobody likes getting a “Just checking in!” email three times in a row because some bot didn’t know the deal closed last week.
Done well, automation should:
- Keep you from forgetting to follow up.
- Free you from busywork (so you can focus on real conversations).
- Ensure leads don’t fall through the cracks.
But it should NOT:
- Spam leads with irrelevant or repetitive messages.
- Replace thoughtful, personal outreach when it matters.
- Create more work fixing mistakes than it saves.
Let’s get to the nuts and bolts.
Step 1: Define Your Follow Up Process (Before Touching Any Settings)
Don’t skip this. If you automate chaos, you just get faster chaos.
Spend 15 minutes and map out:
- What triggers a follow-up? (e.g., a lead fills out a form, doesn’t reply after a meeting, etc.)
- What should happen next? (Send an email? Assign a call task? Wait X days?)
- How many follow-ups, and how far apart?
- Who should own each follow-up? (Is it always you, or does it go to a team member?)
Keep it simple. If your process is already a mess, fix that first—automation won’t save you from confusion.
Pro tip: Write it out on paper before clicking anything in Getlia. Seriously.
Step 2: Get to Know Getlia’s Automation Features
Getlia has a few built-in automation tools. Here’s the honest rundown:
- Task Automation: Automatically create tasks based on triggers (like a new lead, deal stage change, or no response).
- Workflow Builder: Drag-and-drop interface for setting up sequences (e.g., send email, wait, assign task).
- Reminders & Notifications: Automated nudges so you and your team don’t drop the ball.
- Email Templates: Store and send common follow-up emails with a click.
What’s good: The basics work smoothly, and you don’t need a computer science degree.
What’s not: If you want ultra-complex branching logic or crazy custom integrations, you might hit the limits. Most small and mid-sized teams won’t—so don’t overcomplicate things from the start.
Step 3: Build a Simple Automated Follow-Up Workflow
Let’s do a real example. Say you want to follow up with every lead who fills out your site’s contact form but hasn’t responded after 3 days.
Here’s how to set it up:
-
Create a Trigger
- Go to the Workflow Builder.
- Choose “New Lead Created” as the trigger.
- Filter: Only leads from your website form (if you have multiple sources).
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Send an Initial Email
- Add a step: “Send Email.”
- Use (or create) an email template. Keep it short and human. Example:
“Hey {{FirstName}}, thanks for reaching out! Just wanted to see if you had any questions. Let me know how I can help.”
-
Wait for a Response
- Add a delay: “Wait 3 days.”
- If you get a reply, end the workflow here. (No robots after a real person talks.)
-
If No Response, Create a Follow-Up Task
- Add a condition: “If no reply.”
- Create a task for yourself (or a teammate):
“Follow up with {{FirstName}} – no response after 3 days.”
-
Add a Reminder
- Set the task to remind you via email or mobile notification.
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(Optional) Second Follow-Up
- If you want, add another “Wait X days” and repeat, but don’t overdo it. Two follow-ups is enough for most situations.
Pro tips:
- Make sure your emails sound like you—not a robot.
- Always give an easy way to say “not interested.”
- Review your workflow after a week. Did it do what you wanted, or just create more noise?
Step 4: Assigning and Tracking Follow Up Tasks
Automation is only useful if you actually see and act on the tasks it creates.
- Assign follow-ups to real people. Don’t leave them floating in a “general” queue.
- Use Getlia’s task views to filter by overdue, due today, or by owner.
- Check your notifications. Tweak your settings so you’re reminded, but not barraged.
What to ignore: Don’t try to automate “who gets what” with elaborate rules until your basic process works. Manual assignment is fine at first.
Step 5: Review, Adjust, and Avoid Common Traps
Watch for:
- Too many tasks: If you’re drowning in reminders, cut back. More automation isn’t always better.
- Tone problems: If leads start replying “Unsubscribe” or ignoring you, revisit your email templates.
- False positives: Make sure follow-ups stop if the lead replies or moves forward. Nothing kills trust like a “Just checking in” after a deal is closed.
- Bottlenecks: If tasks pile up on one person, spread them out or adjust your workflow.
Honest take: The first version of your automation will probably be too noisy or not quite right. That’s normal—iterate.
Step 6: Go Beyond the Basics (But Only If You Need To)
Once your basic follow-up flow is working, you can:
- Add more triggers: Like missed calls, meetings, or key deal stage changes.
- Use integrations: Connect Getlia with your calendar, Zoom, or Slack for smoother handoffs. Don’t bother unless you really need it.
- A/B test your follow-up emails: See what gets replies (but don’t get sucked into endless tinkering).
- Automate handoffs: Assign tasks to different team members as deals move along.
Warning: Advanced automations can break or get confusing fast. Only add complexity if you’ve nailed the basics and you’re hitting clear limits.
Step 7: Measure What Matters
Automation isn’t the goal—higher conversion rates are. So track:
- Response rates: Are more leads replying?
- Task completion: Are follow-ups actually happening?
- Deal progress: Are you moving more leads to the next stage?
If you’re not seeing improvement, don’t just add more automation. Step back and look for bottlenecks or bad messaging.
Quick FAQ: Real Talk
Will automation make my outreach less personal?
Only if you let it. Use real language, keep templates flexible, and step in personally when it matters.
Can I automate every follow-up?
You can, but you shouldn’t. Complex deals, VIP clients, or weird situations still need the human touch.
What if my team ignores the tasks?
Automation doesn’t fix bad habits. Make sure there’s accountability.
Is Getlia better than Zapier for this?
If you want simple, in-platform follow-up automation, yes. For wild, cross-app workflows, stick with Zapier.
Keep It Simple, Iterate, Repeat
Start small. Automate one follow-up flow in Getlia, see if it actually helps, and tweak as you go. The goal isn’t to build a Rube Goldberg machine—it’s to make sure no deal slips through the cracks and your team can focus on the stuff only humans can do.
Don’t chase perfection. Ship it, watch what happens, and make it better next week.