You’re probably here because you’re tired of letting deals fade away just because you forgot to nudge someone. If you’re a sales rep—or run a team—manual reminders are a pain and easy to miss. This guide walks you through how to set up automated follow-up reminders in Workwithpod so you can stop relying on sticky notes and memory. We’ll cut through the setup, flag what actually matters, and help you avoid the clutter.
Why bother with automated follow-up reminders?
Let’s be honest: most sales platforms promise to fix “follow-up fatigue,” but many just pile on notifications you ignore. The whole point of automating reminders in Workwithpod is to make sure you (and your team) follow up at the right moment, without being buried in noise.
Here’s what works: - Timely, specific nudges tied to real deals and contacts. - Reminders that show up where you work—not buried in email. - Simple setup you won’t hate revisiting.
Here’s what doesn’t: - Reminders for every little thing (hello, notification overload). - One-size-fits-all templates that don’t fit your sales cycle. - Overly complicated “workflows” that no one actually maintains.
Step 1: Get your basics sorted in Workwithpod
Before you mess with reminders, make sure your deals, contacts, and activities are up to date in Workwithpod. If your pipeline is a mess, reminders won’t help—they’ll just remind you of the wrong stuff.
What to check: - Are all your active deals in the system? - Are your contacts matched to the right deals? - Is your sales process (stages, close dates, etc.) set up?
Pro tip: If you’re migrating from spreadsheets or another CRM, import what’s active. Don’t bother backfilling every ancient lead.
Step 2: Decide what actually needs a reminder
Not every task or deal should trigger a follow-up. You want reminders that: - Keep live deals moving. - Catch leads who ghosted you after a call. - Nudge you to revisit “maybe later” prospects.
Ignore reminders for: - Dead deals or cold leads (unless you’re doing a quarterly sweep). - Internal tasks that aren’t tied to actual sales activity.
Less is more: The fewer reminders you set up, the more likely you’ll act on them.
Step 3: Set up your first automated reminder in Workwithpod
Here’s how to create a basic follow-up reminder:
- Open the deal or contact you want to follow up with.
- Workwithpod lets you set reminders from either place, but tying reminders to deals is usually clearer.
- Look for the “Reminders” or “Follow-up” tab or button.
- It’s usually near the activity log or next action field.
- Click “Add Reminder.”
- Don’t overthink the options. Start with something simple.
- Set the date and time.
- Pick a realistic follow-up window (e.g., 3 days after your last call, not “tomorrow” if you know you’ll be swamped).
- Write a useful note.
- “Check in: No reply after proposal sent” is better than “Follow up.”
- Assign to yourself (or a teammate).
- If you’re managing a team, you can assign reminders to reps. Make sure people actually want the reminder—don’t just spam your team.
Heads up: Some versions of Workwithpod let you set reminders to repeat or escalate if there’s no response. Don’t go wild with these until you know what your team actually needs.
Step 4: Automate reminders based on sales stages (optional, but powerful)
If you want to get a bit fancier, you can set up reminders that trigger automatically when deals hit certain stages. This is great for making sure nothing stalls out.
How to set it up:
- Go to your pipeline settings or automation/workflow area.
- Usually found in “Settings,” “Sales Process,” or under an “Automation” tab.
- Create a new automation rule.
- Example: “When a deal enters ‘Proposal Sent’ stage, set reminder for 4 days later.”
- Define the trigger and action.
- Trigger: Stage change, lack of activity, or no response.
- Action: Create a follow-up reminder (assigned to rep, with a specific message).
- Decide if you want notifications just for the deal owner, or anyone in the team.
- Be careful here—too many team notifications and people will tune them out.
- Test with a dummy deal before rolling out to the whole pipeline.
What to watch out for: - If your sales stages aren’t well defined, automated reminders will just add confusion. - Don’t automate reminders for every tiny stage—focus on the big milestones (first contact, proposal sent, verbal agreement, etc.).
Step 5: Review and adjust your reminders regularly
Automation’s great—until it isn’t. If you ignore reminders for a week, they pile up and become background noise. Set a standing calendar event (yes, a manual one) to review your reminders every week.
What to look for: - Are you getting too many reminders? Trim them. - Are you missing key follow-ups? Add or adjust triggers. - Is the team complaining about spammy notifications? Listen and fix.
Pro tip: Once a quarter, ask your sales team (or yourself) what reminders they actually use, and which they ignore. Adjust accordingly.
Step 6: Use integrations wisely
Workwithpod plays nicely with email and calendar tools (like Gmail, Outlook, Google Calendar). Here’s how to make integrations actually help, not just add more dings:
- Sync reminders to your main calendar. Just don’t double up—if you already use calendar for tasks, avoid redundant reminders.
- Email reminders: Useful if you’re in your inbox all day, but too many can get lost. Use sparingly.
- Mobile push notifications: Great if you’re on the go, but only for critical stuff.
Don’t bother: With integrations you’ll never check (e.g., Slack channels that no one reads), or tools your team doesn’t actually use.
Step 7: Teach your team (or yourself) what to ignore
No matter how slick your setup, not every reminder is worth acting on. Make it clear: - It’s fine to “dismiss” stale reminders if the deal’s really dead. - Don’t chase every ghost—use reminders to prioritize, not to guilt-trip yourself. - Adjust your workflow as you learn what works.
Real-world hiccups (and how to avoid them)
- Reminder fatigue: If you snooze or ignore most reminders, that’s a signal to cut back.
- Messy data: Garbage in, garbage out. If your deals and contacts aren’t up to date, reminders won’t help.
- Team burnout: Automating reminders is meant to keep things moving, not to nag people into quitting. Check in with your team regularly.
Honest take: No automation is a substitute for good judgment. Use reminders as a safety net, not a crutch.
Keep it simple—and iterate
Automated follow-up reminders in Workwithpod can be a lifesaver for sales reps, but only if you keep things straightforward. Start with a few high-impact reminders, see what actually helps you move deals, and tweak as you go. Don’t set it and forget it—make reminders work for you, not the other way around.
Now, go clean up your reminders and stop letting good deals slip through the cracks.