If you’re running a sales team, you already know that following up is where deals are won or lost. But let's be honest: even the best reps forget to circle back sometimes. Automated follow-up reminders can bail you out, but only if they're set up right—otherwise, they turn into background noise everyone ignores.
This guide is for sales managers, team leads, or anyone who wants to put Regie to work so nothing slips through the cracks. We'll go step-by-step, point out what actually matters, where things can go sideways, and how to avoid making your team’s lives harder.
Why bother with automated follow-up reminders?
Look, nobody enjoys doing manual reminders. Post-it notes get lost, and even the best CRM can become a graveyard of wishful “to-do” tasks. Automated reminders in Regie help your team:
- Keep leads warm (and not ghosted)
- Stay organized when juggling dozens of prospects
- Spend more time selling, less time remembering
But automation isn’t magic. The reminder is only as good as the workflow behind it, and if you overdo it, you’ll just train your team to hit “dismiss.”
Step 1: Map your follow-up process (before touching Regie)
Don’t skip this. Automation is pointless if you’re unclear on when and how to follow up. Regie can’t fix broken processes—it just speeds them up.
Ask yourself: - What counts as a follow-up in your team? (A call, an email, a LinkedIn DM?) - How soon should reps follow up after first contact, or after a meeting? - Do follow-up cadences change based on lead type or deal stage? - Who’s actually responsible for the follow-up? (Don’t assume everyone knows.)
Pro tip: Sketch this out on a whiteboard or doc first. Get input from reps actually doing the work. The more specific you are, the less likely you’ll end up with reminders nobody trusts.
Step 2: Set up your Regie account and connect your CRM
If you’re new to Regie, start with the basics:
- Create your account (or log in if you’ve got one).
- Connect your CRM (like Salesforce, HubSpot, or whatever you use). Regie works best when it can pull in your leads and contacts automatically.
- Check permissions. Make sure Regie can create tasks or reminders for your reps—this saves headaches later.
Heads up: If your CRM setup is a mess, clean that up first. Bad data just means your reminders will go to the wrong people or, worse, the wrong leads. No automation tool can fix garbage-in, garbage-out.
Step 3: Build your follow-up sequence
Now for the part that actually makes life easier.
3.1. Create a new sequence
- In Regie, go to your Sequences or Campaigns dashboard.
- Hit “Create Sequence” (the button might be called something slightly different, depending on updates).
3.2. Add follow-up steps
- For each step, decide what action you want: email, call, LinkedIn touch, etc.
- Set time delays (e.g., 2 days after last touch, 1 week after meeting).
- Assign the step to the right rep or team.
Don’t get fancy just yet. Start with a basic sequence: initial contact > follow-up #1 > follow-up #2 > hand-off or close. You can get clever later, once you see what actually works.
3.3. Insert automated reminders
- For steps that need a nudge, add a “Task” or “Reminder” action.
- Choose when the reminder should fire (e.g., 3 days after no response).
- Personalize the reminder message. “Follow up with Acme Corp” is better than a generic “Do task.”
What not to do:
- Don’t create reminders for every single action. Too many, and your team will ignore all of them.
- Don’t schedule reminders at odd hours (nobody wants a 2AM ping).
Step 4: Decide how reminders get delivered
Regie can send reminders in a few ways:
- Email notifications: Good for daily overviews, but easy to miss.
- In-app tasks: Show up in the Regie dashboard.
- CRM tasks: If Regie is integrated, tasks can appear in your CRM’s “To-Do” list.
What works best?
Most reps live in their CRM, so funneling reminders there is usually safest. In-app notifications are fine if your team is already using Regie daily. Just don’t rely on email notifications alone—they get buried.
Pro tip: Test this with a few reps first. Ask what they actually see and use. There’s no point in reminders nobody checks.
Step 5: Test your reminders (don’t trust the defaults)
Roll out your sequence to a small group—ideally, a couple of your more detail-oriented reps.
- Use test leads or dummy data (nobody needs a real client getting a “test” email).
- Make sure reminders fire at the right time and land in the right place.
- Ask your testers: Did they get the nudge? Was it clear what to do? Was the timing right?
Watch for:
- Reminders piling up all at once (this just trains people to ignore them).
- Confusing or vague reminder text.
- Steps that get skipped because the trigger logic is off.
If something’s not working, fix it now before unleashing it on the whole team.
Step 6: Roll out to your whole team (with clear instructions)
Once your test group gives the thumbs-up, roll out the automated reminders to everyone.
But don’t just flip the switch and walk away.
- Show the team how reminders will look—screenshots help.
- Explain what’s expected. (E.g., “You’ll see a task in Salesforce every time a follow-up is due. Please clear it the same day.”)
- Let reps know who to go to if reminders feel off, or if something’s broken.
What to ignore:
- Don’t overcomplicate with fancy reporting or “gamification” out of the gate. The goal is fewer dropped balls, not another leaderboard nobody cares about.
Step 7: Monitor, adjust, and (occasionally) prune
Automated reminders are not “set it and forget it.” If your team starts ignoring them, you’re back to square one.
Check in after a couple weeks: - Are reminders piling up? - Are leads still slipping through? - Is the timing too aggressive (or too slow)?
Tweak your sequences as needed: - Remove unnecessary steps (less is more). - Adjust timing based on real-world response rates. - Rewrite reminder messages if they’re too generic or confusing.
Pro tip: Every quarter or so, audit your reminders. If nobody’s acted on a type of reminder in months, kill it. This keeps the system clean and trusted.
What actually works (and what doesn’t)
Works: - Clear, actionable reminders that show up where reps already work. - Sequences tailored to your real sales process, not someone’s idea of “best practices.” - Feedback loops—get honest input from your team and adjust.
Doesn’t work: - Overwhelming your team with too many reminders. - Relying only on email notifications (they get lost). - Blindly trusting automation to do the thinking for you.
Keep it simple, tweak as you go
Automated follow-up reminders in Regie can save your team a ton of headaches, but only if you set them up with intention. Start small, get feedback, and don’t be afraid to kill what doesn’t work. The goal is to help your team stay on top of follow-ups—not to build another system they have to babysit.
Remember, most of the magic is in the process, not the tool. Set up Regie to do the boring stuff, and free your reps to focus on what actually moves deals forward.