If you’re juggling a lot of leads, it’s way too easy to let follow-ups slip through the cracks—especially if you’re tracking everything in your head or on a spreadsheet. This guide is for salespeople, sales managers, and anyone using Vymo who’s tired of missing those crucial follow-ups. I’ll show you how to set up automated reminders in Vymo so you can focus on closing deals, not on remembering who needs a nudge.
Let’s get to it.
Why Automated Reminders Matter (and What to Watch Out For)
Before diving in, it’s worth saying: automation isn’t magic. Reminders can keep you on track, but they’re not going to do the selling for you. Used right, they’ll make sure you don’t forget key touchpoints—used wrong, they’ll just add to your notification noise.
What works:
- Reminders tied to actual sales activity (like a lead going cold or a task not being completed)
- Customizing reminders to fit how you actually work
What doesn’t:
- Relying only on default reminder settings (they’re often too generic)
- Setting up so many alerts that you start ignoring them
Step 1: Get Your Leads Into Vymo (Don’t Skip This)
First things first: reminders only work if your leads are in the system. If you’re not logging your leads, nothing else in this guide will help.
Ways to get leads into Vymo: - Manual entry: Not fun, but sometimes necessary. Double-check for typos. - Import from spreadsheet: Most teams have an existing Excel or CSV. Use Vymo’s import tool. - CRM integration: If you’re syncing from Salesforce or another CRM, make sure it’s set up and tested.
Pro tip: Garbage in, garbage out. If your lead data is messy or missing contact info, your reminders won’t do much.
Step 2: Decide When You Actually Want Reminders
Don’t just turn on every notification. Think about your real workflow. Do you want to be reminded:
- After a new lead is added and not contacted in 24 hours?
- When you haven’t followed up with a lead in a week?
- Before a scheduled call or meeting?
- When a deal has been stuck in a stage too long?
Write these down. Seriously. If you leave it vague (“remind me to follow up”), you’ll just get overwhelmed.
What most people ignore (but shouldn’t):
Not all leads deserve the same follow-up cadence. High-value leads? Set reminders sooner. Cold/low-value leads? Space it out.
Step 3: Set Up Automated Follow-Up Reminders in Vymo
Now for the hands-on part. Vymo’s reminder features might look a little different depending on your company’s setup, but here’s the general process.
3.1 Go to Lead Management
- Log into your Vymo dashboard.
- Find the “Leads” or “Opportunities” section (label might differ).
- Open a lead you want to set reminders for.
3.2 Find the Reminder/Follow-Up Option
- Look for a button or tab labeled “Reminders,” “Follow-ups,” or “Tasks.”
- If you see “Add Task” or “Schedule Follow-up,” that’s what you want.
3.3 Set the Reminder Details
- Type of reminder: Calendar alert, push notification, or email.
- Time/date: Be realistic—don’t set everything for “tomorrow at 9am.”
- Notes: Add context so Future You remembers what to do (“Send proposal,” “Check if contract was signed,” etc.)
3.4 Make It Automated (Not Just One-Off)
- Look for an option like “Recurring,” “Automation,” or “Workflow.”
- If your Vymo admin has enabled automations, you can set rules like:
- “If lead status is ‘Contacted’ and no activity for 3 days, send reminder.”
- “If task is overdue, alert owner.”
If you don’t see these options, talk to your admin—it may be a permissions issue or require a workflow to be set up centrally.
Heads up: Some Vymo setups only let admins create “global” automations. If you’re not seeing what you need, ask for it or suggest a workflow.
Step 4: Fine-Tune Your Reminder Settings
You’ll want to avoid reminder overload. Here’s how to keep it sane:
- Notification channels: Choose push for urgent, email for less urgent, SMS sparingly.
- Frequency: Weekly check-ins are enough for most leads. Daily alerts = burnout.
- Time of day: Set reminders when you’re actually working, not at midnight.
Test it out:
Add a test lead, set a few reminders, and see how they land. Are they showing up where you expect? Are they actionable, or just noise?
Step 5: Use Templates or Bulk Actions (If Available)
If you’re handling lots of leads, doing this one-by-one gets old fast.
- Templates: Some teams have standard follow-up sequences. Ask your admin if these exist, or create your own if Vymo allows.
- Bulk reminders: Select multiple leads and set the same follow-up. Good for events, campaigns, or when you inherit a bunch of “cold” leads.
Step 6: Review and Adjust Regularly
Don’t set it and forget it.
- Check which reminders you’re skipping or snoozing. If you’re ignoring them, change the timing or type.
- If leads are still slipping through, tighten up your rules.
- If you’re getting too many alerts, loosen them up—or be more selective with which leads get automated reminders.
Honest take:
Most teams set up way too many reminders at first. Don’t be afraid to delete or turn off the ones you don’t need. Your goal is fewer, more meaningful nudges—not just a wall of notifications.
Common Pitfalls (And How to Avoid Them)
- Too many reminders: If everything’s urgent, nothing is.
- Generic reminder text: “Follow up with lead” isn’t helpful. Be specific.
- Ignoring notification settings: If you mute Vymo or turn off push, you’ll never see the reminders.
- Not involving your admin: Some features are locked down—get your admin on board if you need workflow changes.
What to Ignore
- “AI-predictive” reminders: Unless you’ve seen them work for your team, don’t trust AI to do your follow-ups. They’re often just guessing.
- Default system reminders: Usually too broad. Customize or turn off what you don’t want.
- Overly-complicated workflows: If you need a diagram to explain your reminder setup, it’s too much.
Keeping It Simple
Setting up automated reminders in Vymo isn’t rocket science, but it does take a little up-front thought. Start with the basics, test on a few leads, and keep your reminder rules ruthlessly simple. If you find yourself ignoring alerts, change them. If you’re missing follow-ups, tighten things up. Iterate as you go.
Remember: The best automation is the one you actually use. Keep it practical, and don’t let the tool run your day—you’re in charge.