How to set up automated follow up tasks in Flowvella for B2B sales teams

If you’re in B2B sales, you already know: manual follow ups are a time sink, and sticky notes don’t scale. But most automation tools are either overkill or a total mess. This guide is for B2B sales teams who want to set up automated follow up tasks in Flowvella—without getting lost in endless settings or salesy promises.

Here’s how to get the basics right, skip what doesn’t work, and build a follow up system you’ll actually use.

Before You Automate: What You Really Need

First, let’s be honest—no “automation” will magically close deals or replace good sales judgment. Automation is for the repetitive grunt work: reminding you to ping someone, logging routine notes, maybe nudging a prospect a week later. That’s it.

Before you dive in:

  • Get your sales process straight first. If your team’s not on the same page about when to follow up or what “next steps” mean, automation will just create noise.
  • Decide what should (and shouldn’t) be automated. Some follow ups need a human touch. Automate reminders and routine “checking in”—not your actual sales conversations.

Step 1: Map Out Your Follow Up Triggers

If you skip this step, you’ll just end up with more clutter. Spend 10 minutes mapping out the moments when follow up tasks actually make sense.

The usual suspects:

  • After a new lead comes in
  • After a call or demo
  • When a prospect goes dark for a set period
  • When a deal moves to a new pipeline stage

Don’t: Automate follow ups for every little thing. You’ll annoy people and train your team to ignore notifications.

Pro tip: Write down your “trigger moments” on a notepad or whiteboard. This keeps you honest about what’s actually important.

Step 2: Set Up Flowvella for Team Use

If you’re new to Flowvella, get the basics set up:

  1. Add your team members. Make sure everyone who’ll be using follow ups has an account and the right permissions.
  2. Import or connect your leads and contacts. If Flowvella integrates with your CRM, connect it now; otherwise, import a CSV.
  3. Review your pipeline stages. Make sure the stages match your real sales workflow. Don’t use default stages if they don’t fit—customize them.

Why this matters: Automation is only as good as your data. If your contacts and pipeline stages are wrong, your follow up tasks will be too.

Step 3: Build Your Follow Up Task Templates

Flowvella lets you set up task templates—basically, reusable task blueprints that can be triggered by different events.

Here’s how to make them useful:

  • Keep the task descriptions clear. “Follow up with prospect” is fine, but “Send personalized email based on last call” is better.
  • Set realistic due dates. Don’t default everything to “next day.” Space things out based on real sales cycles (e.g., “3 days after demo”).
  • Assign owners smartly. If it’s always the account owner, set that in the template. If it varies, leave it open for manual assignment.

How to set up a template:

  1. Go to the “Tasks” or “Automation” section in Flowvella.
  2. Click “New Task Template.”
  3. Name your template (e.g., “Post-Demo Follow Up”).
  4. Add a clear description and default due date.
  5. Set owner/assignee defaults if possible.
  6. Save the template.

Don’t: Create a template for every possible scenario. Start with your top 2-3 follow up types.

Step 4: Set Up Automation Rules

This is where automation actually happens. In Flowvella, you’ll use their “Automation” or “Workflow” builder (the names may vary) to trigger tasks based on real events.

Common rules:

  • After a new lead is created: Automatically assign a “First Touch Follow Up” task to the account owner, due in 1 day.
  • After a meeting is logged: Trigger a “Send Recap Email” task, due same day.
  • Deal stalled for 7 days: Create a “Re-engage Prospect” task.

How to set this up:

  1. Go to Automation/Workflow settings.
  2. Click “Create New Rule.”
  3. Choose your trigger (e.g., “New lead added,” “Deal moved to [Stage],” “No activity for X days”).
  4. Select your task template from Step 3.
  5. Set timing (immediate, after X days, etc.).
  6. Assign the task to the right person.
  7. Save and test your rule.

Pro tip: Test your rules with a dummy contact first to make sure you’re not spamming your team or creating duplicate tasks.

What doesn’t work: Overcomplicated branching logic. Unless you’re a process nerd, you don’t need “if this, then that, unless X” rules for everything. Start simple.

Step 5: Customize Notifications and Reminders

Automation is useless if your team ignores it. Make sure your notifications are set up so people actually see (and act on) their tasks.

  • Email vs. in-app notifications: Pick what your team will actually check.
  • Digest vs. instant: For most teams, a daily digest beats 15 separate pings.
  • Mobile push: Only if your team really wants it—otherwise, it’ll just be another notification to swipe away.

Where to adjust: - Each user can usually set their own notification preferences in Flowvella’s settings. - As an admin, you might be able to set defaults for the whole team.

Don’t: Rely on notifications alone. Check in with your team after a week—are tasks getting done, or ignored?

Step 6: Review, Refine, and Actually Use It

This is the part everyone skips. The first version of your setup won’t be perfect—don’t stress about that.

  • Review your task completion rates after a week or two. Are people closing tasks? Are there too many, or too few?
  • Ask your team what’s working (and what’s annoying).
  • Tweak your rules and templates. Delete what’s not useful; add what’s missing.

Pro tip: Less is more. It’s better to have three follow up automations that always get done than ten that never do.

Honest Takes: What Works, What Doesn’t

What works:

  • Automating the “easy to forget” stuff—first touches, post-demo follow ups, and reminders after a prospect goes quiet.
  • Keeping templates and rules dead simple.
  • Regularly reviewing (and pruning) your automation rules.

What doesn’t:

  • Trying to automate “relationship building.” No tool can fake genuine follow up.
  • Over-notifying your team. Too many alerts = alert blindness.
  • Ignoring feedback. If people complain about useless tasks, fix it.

Ignore: Any promise that automation will replace real sales work or “10x your pipeline.” At best, it’ll save you an hour or two a week and keep things from falling through the cracks—which is honestly plenty.

Keep It Simple, Iterate Often

Setting up automated follow up tasks in Flowvella isn’t rocket science, but it does take a little planning. Don’t try to automate everything on day one. Start with the basics, see what actually helps your team, and adjust as you go. The simpler your system, the more likely you’ll stick with it—and actually close more deals.