If you’re in sales, you know how easy it is to let a deal go cold just because you forgot to follow up. It happens to everyone—one minute you’re on top of your pipeline, the next, a hot lead has ghosted because you didn’t nudge them at the right time. This guide is for sales teams and reps who want to stop losing deals to forgetfulness and get real about automating reminders in Valuecase. No fluff—just what works, what doesn’t, and how to set it up fast.
Why Automated Follow-Up Reminders Matter (And What They Can’t Do)
Let’s be honest: No tool is going to close your deals for you. But automated reminders can save you from the silent killer of sales—letting things slip through the cracks. Here’s what setting up reminders in Valuecase will actually help you do:
- Keep your deals moving: Timely follow-ups nudge buyers without being annoying.
- Cut down on busywork: Stop making lists or sticky notes you’ll never look at.
- Build a real system: You’re not relying on memory (which, let’s face it, fails when you need it most).
But here’s the catch: reminders won’t fix a weak pitch, and they can’t read your prospect’s mind. They’re just a safety net so you can focus on selling—not playing task manager.
Step 1: Get the Basics Right in Valuecase
Before you do anything fancy, make sure your Valuecase account is set up—and your sales cycles are actually in the system.
What you need: - An active Valuecase account (duh) - Your deals or opportunities entered with the right contacts
Don’t skip this: If your deals aren’t in Valuecase, reminders are pointless. Garbage in, garbage out.
Pro tip: Clean up any old or dead leads before you start. Otherwise, you’ll be pinged about deals that aren’t real.
Step 2: Understand How Reminders Work in Valuecase
Here’s where a lot of folks get tripped up: Valuecase’s reminders are tied to activities, not just contacts or deals. That means you set a reminder on a specific action—like sending a proposal or scheduling a call.
You can set reminders for: - Following up on sent documents or proposals - Checking in after meetings or calls - Nudging a prospect who went quiet
But you can’t: - Set a global “remind me about everything” rule (and honestly, you don’t want that—it’s a recipe for notification overload) - Automate complex, multi-step workflows without manual input
Keep it simple: Focus on the moments where a follow-up actually moves the deal forward.
Step 3: Set Up Your First Automated Reminder
Let’s walk through the basic process. I’ll break it down so you don’t have to dig through help docs.
- Open the relevant deal in Valuecase.
- Navigate to your pipeline or deals list.
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Click into the deal you want to track.
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Find the activity or action you want to follow up on.
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This could be a proposal you sent, a meeting you scheduled, or a note you left.
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Add a follow-up reminder.
- Look for the “Remind me” or “Set Reminder” option—usually next to the activity/comment.
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Choose a date and (if available) a time that makes sense. Don’t default to “next week” just because it’s easy. Pick a timeframe that fits your actual sales process.
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Write a useful reminder note.
- Be specific: “Follow up on pricing questions from Jane” beats “Check in.”
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This is for you, not your manager or a report. Make it something you’ll understand in two weeks.
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Save it.
- Double-check it’s showing up in your reminders or tasks list.
Pro tip: If you need to follow up more than once (say, after a proposal, then again after a call), set multiple reminders. Don’t trust yourself to remember to “circle back later.”
Step 4: Make Reminders Work for You (Not Against You)
Automated reminders sound great—until you’re drowning in notifications. Here’s how to avoid that trap:
- Don’t set reminders for every tiny thing. You’ll ignore them, and then the system’s useless.
- Batch your follow-ups. Set aside time daily or weekly to clear your reminders, so they don’t pile up.
- Adjust as you go. If you find you’re snoozing or skipping certain reminders, ask yourself why. Was the timing off? Was it even necessary?
What to ignore: Valuecase (like any CRM) will try to get you to use all its features—custom fields, advanced automations, etc. Most people never need them. Stick to reminders for key deal moments.
Step 5: Automate Where It Makes Sense
If you’re using Valuecase’s integrations (like with your email or calendar), you can sometimes automate reminders based on specific triggers. Here’s what’s worth setting up—and what’s not:
- Worth it:
- Auto-reminders when a proposal is opened but not responded to in X days
- Calendar-based reminders for scheduled meetings (sync with your calendar if possible)
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Follow-up nudges after a key milestone is reached (e.g., demo completed)
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Skip it:
- Overly complex “if this, then that” chains—unless you’re a process nerd, these break easily
- Reminders for things you’re already doing automatically (like replying to emails within a day)
Check your integrations: If you’re using tools like Gmail or Outlook, make sure Valuecase is connected. This way, reminders can show up where you’ll actually see them.
Pro tip: If your team uses Slack, see if Valuecase can push reminders there. But beware—channel overload is real. Keep it to direct messages or a dedicated sales channel.
Step 6: Review and Clean Up Regularly
Set-and-forget doesn’t work with reminders. Every couple of weeks, do a quick review:
- Clear out stale reminders. Delete anything tied to deals that are dead or closed.
- Update reminder timing. If you’re always getting reminders too early or too late, adjust the default timing.
- Look for patterns. Are there steps in your sales cycle that always get missed? Build reminders around those.
What to skip: Don’t waste time making your reminders “perfect.” Good enough beats not done.
Step 7: Train Your Team (Without the Eye Rolls)
If you’re managing a team, don’t just drop a new process on them. Here’s how to get buy-in:
- Show, don’t tell. Walk through setting up a reminder in a team meeting. Make it practical, not theoretical.
- Set expectations. Be clear that reminders are for real follow-ups, not micromanagement.
- Share what works. If someone finds a smart way to use reminders (like linking them to specific deal stages), let the team know.
What doesn’t work: Long docs or endless training videos. People tune out. Keep it short and hands-on.
Real Talk: What to Do When Reminders Don’t Get the Job Done
Automated reminders are just a tool. They won’t fix a broken sales process or a disengaged team. If you’re still dropping the ball:
- Check your inputs. Are you setting reminders at the right moments?
- Look at your process. Are you waiting too long between touchpoints?
- Ask for feedback. Sometimes, your team just needs a simpler system—or fewer reminders.
Don’t be afraid to ditch what isn’t working.
Keep It Simple and Iterate
Setting up automated follow-up reminders in Valuecase isn’t rocket science, but it takes discipline. Start with the basics, use reminders for real sales moments, and skip the temptation to automate everything. Review what’s working every month or so, and don’t be afraid to tweak (or delete) reminders that just create noise. The simplest system you’ll actually use beats the fanciest one you’ll abandon.
Now get your reminders set—your future self (and your pipeline) will thank you.