Sales follow-up is a pain. No one wants to chase down every lead manually, and if you’re using Spotio, you probably know you could be doing this better. This guide is for field sales reps and managers who are tired of letting good leads go stale just because they forgot to set a reminder. If you want less busywork and more closed deals, keep reading.
Why Automate Follow-Up Tasks in Spotio?
Let’s be honest: most sales reps don’t follow up enough. Not because they’re lazy, but because it’s easy to forget when you’re juggling dozens of leads. Spotio has tools to help, but only if you use them right.
Automating follow-ups means: - Fewer leads slipping through the cracks - Less time spent on repetitive admin - More time actually selling
But, automation only works if it fits your actual workflow. Overcomplicate things and you’ll just ignore your own process. So let’s keep it simple.
Step 1: Get Clear on Your Follow-Up Process
Before you start clicking around Spotio, map out what “follow up” really means for you or your team.
Ask: - After a first visit, how soon do you want to check in? - What’s your usual next step? (Call, email, drop by again?) - How many times should you follow up before marking a lead as cold?
Pro Tip: Write this down. If you don’t know what you’re automating, you’ll just create more noise.
Step 2: Set Up Task Templates in Spotio
Spotio lets you create task templates, which save you from typing out the same reminders every time.
How To:
- Log in to Spotio and head to the Tasks section.
- Look for a “Templates” or “Task Templates” option (this may be under Settings, depending on your version).
- Create templates for your most common follow-ups. For example:
- “Call lead 2 days after first visit”
- “Send follow-up email 1 week after demo”
- “Drop by again in 10 days if no response”
What works:
Naming templates clearly. Don’t try to get clever—call it what it is.
What doesn’t:
Making a template for every single scenario. Stick to your 2–4 most common follow-ups.
Step 3: Use Automated Workflows (If Your Plan Supports It)
Spotio’s automation features depend on your subscription. Some plans include “Workflows” or “Automation”; others don’t. If you don’t see these options, you may have to do some steps manually or look into integrations (more on that below).
To set up an automated workflow:
- Go to the Workflows or Automation section.
- Choose a trigger—like when a lead is moved to a certain status (“Visited,” “Demo Done,” etc.).
- Set the action—such as “Create task using template: Call lead in 2 days.”
- Adjust timing (immediately, after X days, etc.).
- Save and test it.
Pro Tip:
Test with your own contact info first. There’s nothing like getting 15 auto-reminders to realize you set something up wrong.
What works:
Simple triggers and actions. For example, “When I move a lead to ‘Contacted,’ create a follow-up call task for 2 days later.”
What doesn’t:
Trying to automate every single interaction. Automation is for keeping you on track, not replacing your judgment.
Step 4: Use Calendar Sync and Reminders
Automated tasks are only helpful if you see them. Spotio can sync with Google Calendar or Outlook so your follow-ups show up where you actually look.
To sync your calendar:
- Go to your Spotio profile or settings.
- Connect your Google or Outlook account.
- Make sure task reminders and due dates show up on your calendar.
Why bother?
If you already live in your calendar, this is the best way to avoid missing stuff.
What works:
Setting default reminders for tasks—don’t rely on just seeing something on a list.
What doesn’t:
Relying on Spotio notifications alone (they can get buried, especially if you’re on the road a lot).
Step 5: Use Zapier or Integrations for Extra Automation
If Spotio’s built-in automation isn’t enough, you can use Zapier or similar tools to create more complex automations.
Examples:
- When a lead enters a certain status, automatically add a follow-up task in Spotio.
- When you complete a Spotio task, send a Slack notification or email.
- If a lead hasn’t been updated in X days, trigger a reminder.
How to set up: 1. Sign up for Zapier (if you haven’t already). 2. Connect your Spotio account (follow their setup instructions). 3. Set up your “Zap”—pick a trigger in Spotio, and an action in Spotio or another tool.
Honest take:
Zapier is powerful but can get complicated. Only use it for gaps Spotio can’t cover. Don’t try to automate everything; you’ll just create busywork for yourself.
Step 6: Train Your Team (or Yourself) to Actually Use It
Automation is worthless if no one acts on the tasks. Make sure everyone knows: - Where to find their follow-up tasks - How to mark them as complete - How to reschedule or update if things change
Pro Tip:
Start simple. Roll out one automation at a time, and see what actually helps.
What works:
Short weekly check-ins to see if the process is working (or just being ignored).
What doesn’t:
Blaming the tool. If tasks aren’t getting done, it’s a process issue, not a software issue.
What to Ignore
- Over-complicated branching automations: If it takes a flowchart to explain, no one will use it.
- Automated emails that sound like a robot: Personal follow-ups work better. Use automation to remind you, not to do your job for you.
- Notifications overload: If your phone is buzzing every 5 minutes, you’ll tune it out. Set smart defaults.
Troubleshooting: Common Gotchas
- Tasks not showing up? Double-check your workflow triggers and that you’re assigning tasks to the right person.
- Reminders missing? Make sure your calendar sync is active and notifications are turned on.
- Team ignoring tasks? Ask for feedback: Is the process too much? Are the tasks unclear?
If something isn’t working, strip it back. You can always add complexity later.
Keep It Simple — And Iterate
Automating follow-ups in Spotio isn’t about building a Rube Goldberg machine. Start with a couple of basic task templates and simple triggers. See what actually helps you close more deals or makes your life easier. If you find yourself spending more time fiddling with automations than talking to customers, you’re missing the point.
Keep it simple, fix what’s broken, and don’t be afraid to ditch what doesn’t work. The best automation is the one you barely notice—because it just works.