If you’re drowning in sales follow-ups that eat your day, you’re not alone. Most sales pros spend way too much time on repetitive stuff—reminders, check-ins, updating notes—when they’d rather be closing deals or at least doing work that moves the needle. This guide is for anyone using Dealcoachpro who wants to actually get some time back, not just read another “productivity hack” list.
We’ll walk through exactly how to automate routine follow-ups in Dealcoachpro, what’s worth automating (and what’s not), and some honest gotchas you should watch for. You’ll get concrete steps, not marketing fluff.
1. Figure Out What’s Actually Worth Automating
Before you dive into settings and workflows, take five minutes to look at what you’re doing every day (or week) that really needs automation. Not everything does—some things are best done manually, or not at all.
Start by asking: - What follow-up tasks do you do on every deal, every time? - Which ones are boring, repetitive, and don’t require a personal touch? - Are there any steps you always forget, or that slow you down?
Common candidates for automation: - Sending “just checking in” emails after meetings - Reminding yourself to call or email prospects at a set interval - Updating deal status or next steps after a key event - Scheduling follow-up meetings or demos
What not to automate: - Personalized outreach where you need to reference specific details - Sensitive negotiations or pricing discussions - Anything that, if it sounds robotic, will blow up trust
Pro tip:
If you’re not sure, keep a log for a week. Jot down every follow-up you do. Patterns will jump out.
2. Get Your Dealcoachpro Basics in Order
You can’t automate chaos. Dealcoachpro has its quirks, and its automation features only work if your data isn’t a mess.
Before you build automations: - Make sure your sales pipeline stages are clear and up to date. If you have 15 stages and nobody knows what they mean, automation just multiplies confusion. - Clean up your contact data. Garbage in, garbage out. If emails or phone numbers are wrong, automations will fail. - Double-check your notification settings. You don’t want to start automating reminders only to realize they’re going to your spam folder.
Don’t overcomplicate this step:
You don’t have to be a data neat-freak. Just make sure the basics are right so your automations don’t break or annoy people.
3. Build Automated Follow-Up Workflows
Now for the main event: actually setting up automation in Dealcoachpro. The platform gives you a few ways to automate follow-up, depending on how deep you want to go.
Option A: Use Built-In Task Automation
Dealcoachpro lets you create workflow automations based on deal triggers. Here’s how:
- Go to the Workflow/Automation section (the actual name might vary, but it’s usually in Settings or under your profile menu).
- Pick a trigger event. This could be “Deal moved to ‘Proposal Sent’ stage” or “Meeting logged with prospect.”
- Set up the action. Common actions:
- Create a follow-up task for yourself (e.g., “Follow up in 3 days”)
- Send a templated email to the client
- Update deal status or add a note
- Set timing and conditions. For example, only create the task if the deal value is over $10,000, or only send the email if it’s the first follow-up.
- Test before you trust. Run a test deal through the automation and make sure it does what you expect.
What works:
- Automating reminders for yourself works really well. You’ll never forget to follow up again.
- Templated emails for “thanks for your time” or “checking in” can save hours—just don’t overuse them.
What doesn’t:
- Automated emails that sound robotic. If you wouldn’t send it to your best lead, don’t automate it.
- Relying on automations to handle all communication. Some things need the human touch.
Option B: Use Email Templates + Manual Triggers
If you’re nervous about full automation (or just want more control), use Dealcoachpro’s email templates alongside manual triggers:
- Set up email templates for common follow-up scenarios.
- When a task reminder pops up, send the template—but personalize the opening line or add a sentence that shows you’re paying attention.
You still save time, but nothing goes out unless you hit send.
Pro tip:
Keep a few variations of your follow-up templates. Switch them up so you don’t sound like a robot—or worse, have clients comparing notes and realizing you sent the same message to everyone.
4. Integrate With Your Calendar and Email (If You Can)
Dealcoachpro usually connects to major calendars (Google, Outlook) and email providers. Take the time to link these up.
Why bother? - Automated follow-up tasks can show up on your real calendar, not just in Dealcoachpro. Fewer things slip through the cracks. - If Dealcoachpro can send emails from your real address, replies go straight to you—no missed responses or weird forwarding issues.
What to watch for: - Integrations can break, especially if your company’s IT settings are locked down. Double-check that sync is working. - Don’t overdo it. If every tiny deal update floods your calendar, you’ll start ignoring reminders.
Pro tip:
Set up one “automation test” deal and use your own email address. Run through the process to see what actually happens before you trust it with live prospects.
5. Review and Tune Your Automations Regularly
Here’s the dirty secret: automations get stale. Deals change, your messaging evolves, and the last thing you want is to be “that rep” still sending a 2021 template in 2024.
Every month or so: - Check your automation logs. Are tasks firing as expected? Are emails getting opened or ignored? - Review your templates. Are they still accurate, or do they sound out-of-date? - Ask for feedback. If you’re on a team, ask a couple of colleagues or even clients what they think of your follow-ups. Fresh eyes catch stale processes.
Don’t set and forget.
Automations are like houseplants. Neglect them, and they die (or worse, start to smell).
6. Don’t Automate the Human Out of the Process
It’s tempting to want to “set it and forget it,” but sales is still about people. Use automation to clear the busywork, but keep the important stuff personal.
Keep these in mind: - Automated reminders are great, but don’t let them replace actual relationship-building. - Don’t send an auto-follow-up if the deal just went cold or a prospect asked for space. Use your judgment. - If you start getting replies like “Are you a robot?”—that’s your sign to dial it back.
What to Ignore
There’s a lot of noise out there about “AI-driven everything” and “autonomous sales agents.” Here’s what you can skip:
- Overly complex, multi-branch automations that try to predict every possible scenario. These break more than they help.
- Automating “touches” just to hit a metric. If there’s no real purpose to the follow-up, don’t automate it.
- Any feature that promises to “replace” your sales instincts. Automation is a tool, not a replacement for thinking.
Wrapping Up: Keep It Simple, Iterate, and Reclaim Your Time
Don’t let automation become another project you hate. Start small—automate one follow-up you do every week. See how it feels, then add more if it actually helps. Keep an eye on what’s working, and kill what isn’t.
The goal isn’t to build a robot army. It’s to save yourself from the grind so you can focus on deals, not busywork. Automate what makes sense, skip what doesn’t, and tweak as you go. That’s how you actually get your time back.