So you want your sales team to stop dropping the ball on follow-ups and task reminders. Good news: you don’t need to hound them on Slack or chase down spreadsheets anymore. This guide is for sales managers and reps who use Reply and are tired of manual nudges, missed touches, and scattered to-do lists.
Let’s get into how to set up real automation in Reply, what actually works, and what features are more hype than help.
Why bother with automated reminders and follow-ups?
Let’s be honest: most deals die because someone forgot to follow up or the task slipped into the void. Automation isn’t about replacing humans — it’s about making sure the basics get done every time. You set it up once, and your team’s consistency goes up (without you turning into the reminder police).
If you’re already using Reply, you know it’s built for outreach, but there’s more under the hood. With the right setup, you’ll get:
- Fewer missed follow-ups
- Less nagging
- More time actually selling
Here’s how to get it done.
Step 1: Get Your Workflow Straight
Before you touch any buttons, sketch out your process. Where do things fall through the cracks? Some common places:
- After the first call, but before a proposal
- When leads don’t reply to your first email
- Tasks like “call John on Tuesday” that never make it out of someone’s notebook
Pro tip: Don’t automate everything. Focus on the spots where humans forget or where timing matters.
Step 2: Set Up Task Reminders in Reply
Reply has a task system baked in, but it’s only as good as the way you use it. Here’s how to get started:
a. Create Task Types That Make Sense
By default, Reply gives you basic task types: Call, Email, To-Do, LinkedIn, etc. If those fit, great. If not, create custom types that match your team’s actual workflow (e.g., “Send Proposal,” “Demo Follow-Up”).
- Go to Settings > Tasks
- Add or rename types so reps don’t have to guess
b. Build Tasks Into Your Sequences
This is the real magic: tie tasks directly to your outreach sequences, so no one forgets the next step.
- When editing a sequence, add a Task Step where you want a reminder to pop up.
- Choose type (e.g., Call, LinkedIn message) and set the timing (“2 days after email #1”).
Now, as leads flow through your sequence, Reply automatically assigns tasks to the right rep’s dashboard at the right time.
Why bother? Because relying on reps to manually create tasks is a recipe for dropped balls.
c. Use Due Dates and Priorities
- Every task can have a due date. Use it.
- Set priority levels for tasks that really matter (e.g., “Hot Lead Callback” = High Priority).
This isn’t fancy, but it’s the stuff that keeps the team honest.
Step 3: Automate Follow-Up Emails (Without Sounding Like a Robot)
Automated follow-ups are Reply’s bread and butter, but there’s a way to do it right (and a way to sound like spam).
a. Build Follow-Ups Into Your Sequences
- In your sequence, add multiple email steps, each spaced out by a few days.
- Use Reply’s dynamic fields (like
{{FirstName}},{{Company}}) to make messages feel personal.
b. Set “Stop” Triggers
Don’t keep spamming contacts who reply or book a meeting.
- In the sequence settings, set rules to stop follow-ups if the contact replies, clicks a link, or is marked as finished.
- You can also set conditions to pause or skip steps if a manual task (like a call) gets completed.
c. Mix Channels (But Don’t Overdo It)
Reply lets you mix in LinkedIn, calls, and manual tasks between emails. This is great for important leads, but don’t set up a 10-step sequence for everyone. More isn’t always better — quality beats quantity.
Step 4: Use Templates and Snippets Wisely
If you’re sending the same reminder or follow-up 50 times a week, templates will save your sanity.
- Save templates for common follow-ups (“Just checking in,” “Wanted to see if you had questions…”).
- Use snippets for phrases you type all the time (e.g., meeting links, product one-liners).
Watch out: Don’t let templates get stale. Review them every month or so, or you’ll sound like a bot.
Step 5: Set Up Notifications (But Avoid Notification Overload)
Reply will notify you about tasks and follow-ups by email, browser pop-up, or in-app. But if you turn everything on, you’ll start tuning them out.
- Pick one or two channels (e.g., in-app + daily summary email).
- Tell reps to check their task list at the start and end of their day — not every five minutes.
Pro tip: Encourage your team to batch their task work. It’s more efficient and less annoying than endless interruptions.
Step 6: Track What’s Working (and Ignore Vanity Stats)
Automation is only useful if it’s actually helping you close more deals.
- Use Reply’s reports to track:
- Tasks completed vs. overdue
- Follow-up response rates
- Deals moved forward after automated nudges
- Look for bottlenecks — are tasks piling up at a certain stage? Is a certain follow-up email getting ignored?
- Don’t get distracted by open rates or “tasks created” — focus on outcomes (meetings booked, deals closed).
What to Ignore (or Use With Caution)
- AI “smart” follow-ups: Reply offers some AI-powered suggestions, but don’t let the machine do all the talking. You still need to sound human.
- Over-automating: If every touch is automated, people will notice. Use automation to tee up the basics, but personalize when it counts.
- Too many reminders: If you’re getting more reminders than actual work done, it’s time to simplify.
Keeping It Simple (and Sane)
Automation isn’t magic. It’s about making sure nobody forgets the simple stuff, so your team can focus on the conversations that matter. Start with just a couple of automated reminders and follow-ups in Reply. See what sticks. Tweak as you go.
Don’t be afraid to cut what isn’t working. Over-complicating your setup usually backfires. Keep things clear, keep them moving, and you’ll close more deals — without needing to play referee.