How to set up automated follow up reminders using Salesfinity tasks

If you’re drowning in sticky notes, lost in your inbox, or just tired of letting leads go cold, this guide’s for you. We’ll walk step-by-step through setting up automated follow-up reminders using Salesfinity tasks—so you can stop worrying about what you forgot and get back to actually selling. No busywork, no fluff.

Why bother with automated follow-up reminders?

Let’s be honest: following up is where deals are won or lost. But remembering to do it consistently? That’s where most folks drop the ball. Even the best CRM won’t help if you forget to check it, and calendar reminders get buried fast.

That’s where Salesfinity comes in. It offers a way to automate those “hey, just checking in!” nudges so you don’t have to think about them again. Not perfect, but way better than relying on your memory.

What you’ll need before you start

  • Access to a Salesfinity account (any tier that includes Tasks)
  • Your contacts or leads imported or synced
  • A clear idea of your typical follow-up process (how often, what triggers it, etc.)

If you’re still trialing Salesfinity, make sure tasks and reminders aren’t “premium-only” in your plan—check their docs or support if you’re not sure.

Step 1: Map out your follow-up workflow first (don’t skip this)

Don’t rush into the software yet. Before you start clicking around, ask yourself:

  • How many follow-ups do you usually need per lead? (Is it one, or a series?)
  • What’s your typical gap between follow-ups? (1 day? 3 days? A week?)
  • Do you want reminders only after no response, or on a set schedule no matter what?

Write this out—even if it’s just bullet points. This step saves time later and makes your reminders way more useful.

Pro tip: If you work with different types of leads (cold, warm, existing clients), consider a different reminder cadence for each.

Step 2: Set up or review your lead data in Salesfinity

Automation is only as good as your data. If your contacts are a mess, your reminders will be too.

  1. Import or sync your leads/contacts
  2. Use Salesfinity’s import tool (CSV, Google Contacts, or CRM sync).

  3. Double-check for duplicates or missing info—especially email addresses and owner assignments.

  4. Tag or segment your leads

  5. If you want different follow-up rules for different types of leads, use tags or segments now.
  6. Example: “Demo Requested,” “Cold Outreach,” “VIP.”

Why bother?
Automated tasks work best when you can target the right people, not just blast everyone.

Step 3: Create your follow-up task template

Now you’re ready to build the actual reminders.

  1. Go to “Tasks” in Salesfinity

  2. Usually found in the main sidebar. If you don’t see it, check your permissions or plan.

  3. Create a new task template or automation rule

  4. Look for a button like “New Automation,” “Task Template,” or “Workflow.”

  5. Give your automation a clear name, like “Initial Lead Follow-Up” or “7-Day No Response Reminder.”

  6. Set the trigger

  7. This is when the automated reminder should be created.
    Common triggers:
    • When a new lead is added
    • After a call or meeting is logged
    • When a deal moves to a certain stage

  8. Avoid triggers like “every Tuesday” unless you genuinely need them—otherwise, you’ll drown in noise.

  9. Define the reminder timing

  10. Choose a realistic time delay (e.g., “2 days after trigger”).

  11. If you want a series, most tools let you stack reminders: “Initial follow-up,” then “Second follow-up 5 days later,” etc.

  12. Write the task details

  13. Make the task description actionable: “Email John to check if he’s had a chance to review the proposal.”
  14. Include links or templates if it helps you move faster.

What to skip:
Don’t over-engineer with dozens of micro-tasks. Focus on the one or two reminders that make the biggest difference.

Step 4: Choose who gets the reminders

If you’re a solo user, skip this. If you’re on a team, pay attention.

  • Assign tasks to specific users, teams, or roles
  • Example: If you have SDRs and AEs, set rules so SDRs get the first follow-up, AEs get the second.
  • Set task priority or visibility
  • High-priority tasks should show up front and center (not buried in a sea of “optional” reminders).

Pro tip:
Don’t assign every task to yourself “just in case.” That’s how you get overwhelmed and start ignoring reminders.

Step 5: Test your automation before going live

Here’s where most people trip up: they build an automation, assume it works, and then find out weeks later it’s not firing—or it’s spamming everyone.

  • Create a test lead and run through your workflow
  • Check if the right reminders appear, at the right time, with the right info.
  • Watch out for:
  • Duplicates (are you getting two reminders when you should get one?)
  • Wrong assignments (is your AE getting SDR tasks?)
  • Reminder timing (is it sending at midnight or during business hours?)

If something feels off, tweak the rule and test again. Better to catch it now than after you’ve annoyed your best prospects.

Step 6: Tweak your notifications

Automation is only useful if you actually see the reminder.

  • Decide how you want to be notified
  • In-app? Email? Mobile push? Slack? Salesfinity usually offers options.
  • Set your notification frequency
  • Realistically, you don’t need an email and a push and a banner. Pick what works or you’ll start tuning everything out.

What to ignore:
Don’t enable every notification type “just to be safe.” You’ll get numb to them fast.

Step 7: Review and adjust over time

Nothing you set up today is perfect forever. Every month or so:

  • Check which reminders actually helped you close deals
  • Kill or tweak reminders you always ignore
  • Adjust timing based on what’s working (or not)

The goal isn’t to automate everything. It’s to make sure you never miss the important stuff.

Pro tips and honest takes

  • Automated reminders don’t replace actual relationship-building. Use them to jog your memory, not to send canned emails on autopilot.
  • Start simple. Set up one or two key reminders, not a five-stage Rube Goldberg machine.
  • Don’t be afraid to delete automations that annoy you. If you’re snoozing or ignoring reminders, they’re not helping.
  • Ask your team what’s actually useful. Sometimes the best automations come from real pain points, not guessing.

Keep it simple and iterate

Automating your follow-up process with Salesfinity tasks is about making life easier, not busier. Don’t overthink it. Set up a basic workflow, test it yourself, and tweak as you go. The best system is the one you’ll actually use—so get the reminders working for you, then get back to selling.