If you’re tired of sticky notes and calendar pings that never seem to stick, this one’s for you. Whether you’re wrangling client projects, managing a service team, or just sick of forgetting to follow up (we’ve all been there), getting automated follow-up tasks and reminders in place can be a lifesaver. This guide walks you through setting up automation in Theroishop—step by step, no fluff, no mystery.
Let’s get you (and your sanity) back on track.
Why Bother Automating Follow-Ups?
Before we get into the weeds, here’s the thing: manual reminders are easy to forget, and even the best spreadsheet can’t nudge you at the right moment. Automation in Theroishop isn’t just about saving time—it’s about making sure nothing falls through the cracks, no matter how chaotic things get.
If you’re thinking, “I’ll just remember,” you won’t. Set it and forget it—then get on with actual work.
Prepping Theroishop for Automation
First, make sure you’ve got the groundwork sorted:
- Access Level: You’ll need admin or automation privileges in Theroishop. If you’re not sure, ask whoever set up your account.
- The Right Plan: Some automation features might only be available on paid plans. If you’re on a free trial, double-check what’s included.
- Clean Data: Garbage in, garbage out. Make sure your contacts, projects, or whatever you’re following up on are entered correctly.
Pro tip: Don’t try to automate everything at once. Start with your most common follow-up—like checking in after a client meeting or nudging someone for overdue paperwork.
Step 1: Decide What Needs a Follow-Up
You can’t automate what you haven’t defined. Ask yourself:
- What actually needs a reminder? (Sales leads, project updates, client check-ins...)
- When does it need to happen? (Next day, one week later, before a deadline...)
- Who needs to know? (You, your team, the client...)
Don’t overcomplicate this. Pick one or two basic scenarios to start. You can get fancy later.
Step 2: Build Your Follow-Up Workflow in Theroishop
Here’s where the rubber meets the road.
2.1. Head to the Automation Section
- Log in to Theroishop.
- In the main sidebar, look for something like “Automations,” “Workflows,” or “Tasks.” (The exact name may vary depending on your version, but it’s usually obvious.)
- Click in.
2.2. Start a New Automation
- Hit the “Create New” or “Add Workflow” button.
- Give your workflow a clear name, like “Client Follow-Up After Meeting.” Don’t get cute—you’ll thank yourself later.
2.3. Set the Trigger
This is what starts the whole process.
Common triggers: - New task created - Status change (e.g., “Meeting Completed”) - Time-based (e.g., X days after a project starts) - Manually started
Pick the trigger that matches your follow-up scenario. For most people, it’ll be after a meeting or status change.
2.4. Add the Follow-Up Task or Reminder
- Choose “Add Action” (again, the wording might differ).
- Select “Create Task,” “Send Reminder,” or similar.
- Fill in the task details. Example:
- Task Name: Follow up with client
- Due Date: 2 days after trigger
- Assigned To: Yourself, or whoever’s responsible
Pro tip: Use dynamic fields if Theroishop supports them. That way, the automation pulls in names, dates, or project info automatically—no manual entry.
2.5. Set Up Notification Preferences
Don’t just generate a task and hope it gets noticed.
- Decide if you want email, in-app, or mobile push notifications.
- Set up reminders at intervals (e.g., 1 day before due, on due date, overdue).
- If possible, assign escalation—so a manager is notified if the task isn’t done.
2.6. Save and Test
- Save your workflow.
- Run a quick test with dummy data. Make sure the trigger works, the task gets created, and you get the reminders.
- Fix any hiccups before rolling it out for real.
Step 3: Fine-Tune (and Don’t Get Fancy Yet)
Automation is only as good as what you actually use. Here’s what matters:
- Keep It Simple: Start with one or two follow-ups. See if they actually help.
- Watch for Noise: If you get too many notifications, you’ll ignore all of them. Tweak the system so you only get what matters.
- Ask for Feedback: If your team’s involved, get their take. Are the reminders helpful? Annoying? Easy to ignore? Adjust.
What to ignore: Don’t bother integrating every app you use (yet). Focus on getting the basics right. Overcomplicating is a great way to waste time and end up back at square one.
Step 4: Handling Common Scenarios
Here’s how to handle some real-life situations:
Following Up After Client Meetings
- Trigger: Meeting marked as “Completed”
- Action: Create follow-up task for assigned staff
- Timing: Set due date for 1-2 days later, so you don’t let things go cold
Chasing Down Overdue Tasks
- Trigger: Task status = “Overdue”
- Action: Send reminder to assigned user and escalate to manager if not done in X days
Recurring Project Check-Ins
- Trigger: Time-based (e.g., every Monday)
- Action: Create check-in task for project lead
Pro tip: Use templates if Theroishop offers them. That way, you can set up repeatable workflows without reinventing the wheel every time.
Step 5: Review and Iterate
No automation is perfect out of the gate. Every couple of weeks, check:
- Are follow-ups happening on time?
- Are you (or your team) actually completing the tasks?
- Are reminders too frequent, too rare, or just right?
Make tweaks as needed. Delete what isn’t working. Add what helps. Don’t be afraid to turn off automations that cause more noise than value.
What Works, and What Doesn’t
What Works
- Simple, clear reminders tied to specific events (e.g., after a meeting)
- Automatic escalation for overdue tasks
- Assigning follow-ups to the right person—avoid “floating” tasks with no owner
What Doesn’t
- Overly complex workflows with too many steps
- Generic reminders (“Check in on project”)—be specific
- Spamming yourself or your team with too many notifications
What to Ignore (At Least for Now)
- Integrating with every tool under the sun—get confident with basics first
- Automating things you rarely do—start with the 80% use cases
Quick Troubleshooting
- Tasks not firing? Double-check your triggers and make sure you’re using the right status or event.
- Not getting notifications? Check your profile settings and spam folder. Sometimes the default is “off.”
- Automation feels clunky? Simplify. Cut steps you don’t need and test again.
Wrapping Up
You don’t need a PhD in process engineering to get real value from Theroishop’s automation tools. Start small. Automate the reminders you forget most. Give it a few weeks, then tweak what isn’t working. The goal isn’t to build a Rube Goldberg machine—it’s to make sure you and your team stay on top of what matters, with as little fuss as possible.
Remember: simple systems beat complicated ones every time. Set it up, review it now and then, and get back to work.