Sales deals die in the inbox. If you’re juggling dozens of prospects, you know the drill: one missed follow-up and the whole thing goes cold. This guide is for anyone using Dealpad who wants to make sure important deal follow-ups actually happen—without spending their life in spreadsheets or playing calendar Jenga.
Let’s cut through the fluff and get you set up with automated reminders and tasks in Dealpad so nothing slips through the cracks. Whether you’re a founder doing your own sales, or a rep tired of chasing your own tail, this is for you.
Why Bother with Automated Reminders and Tasks?
Let's be honest: remembering to follow up is half the battle. The other half is actually doing it. Automation helps with the first part, and makes the second part a lot easier.
Here’s what automating reminders and tasks actually gets you:
- Less mental clutter: No more post-it notes or “circle back” emails.
- Fewer dropped balls: Prospects don’t ghost you because you forgot to reach out.
- More time selling: You spend time moving deals forward, not just remembering what to do next.
Dealpad isn’t magic, but if you set it up right, it’s a solid safety net.
Step 1: Get Clear on What Needs Automating
Before you start clicking around, figure out what you want automated. Not everything needs a task or reminder. (You don’t need an alert to “drink coffee.”)
Start with these basics:
- Initial follow-up after a discovery call
- Checking in if a prospect goes silent for X days
- Reminding yourself to send a proposal or contract
- Nudging yourself to confirm receipt of a doc
- Looping back after a lost deal (for future opportunities)
Pro tip: Don’t try to automate every tiny step. Focus on the high-impact stuff that actually moves deals forward.
Step 2: Set Up Default Follow-Up Reminders
Dealpad lets you create reminders that trigger automatically after certain actions—think of them as “if this, then that” for your sales process.
Here’s how to set up a basic follow-up reminder:
- Go to your Dealpad dashboard.
- Find your pipeline settings. Usually, there's a gear icon or a “Settings” tab. If you get lost, hit the help icon.
- Look for ‘Automation’ or ‘Reminders’. The naming might change, but you’re searching for anything about reminders, tasks, or workflow automation.
- Create a new reminder rule. You’ll typically see options like:
- When a deal moves to a new stage (e.g., “Discovery Call Completed”)
- When there’s no activity for X days
- Custom triggers based on your sales stages
- Set the trigger: Example: “After a deal enters ‘Proposal Sent,’ remind me to follow up after 3 days.”
- Choose the reminder type: Task, email notification, or in-app alert. Usually, tasks are best—you can check them off and move on.
- Assign the task: To yourself, a teammate, or anyone responsible for the deal.
- Save and test: Move a test deal through the pipeline to make sure the reminder fires.
Stuff to ignore: Don’t overcomplicate this with endless rules. Start with one or two critical reminders. You can always add more later.
Step 3: Create Task Templates for Repeated Steps
If you’re doing the same follow-up steps for every deal (and let’s be real, you probably are), task templates save you a ton of time.
How to set up task templates in Dealpad:
- Navigate to the ‘Tasks’ or ‘Automation’ area.
- Look for ‘Templates’ or ‘Recurring Tasks’.
- Create a new template: Name it something clear, like “Standard Deal Follow-Up Sequence.”
- Add the steps: Example:
- Day 1: Send follow-up email
- Day 4: Call if no reply
- Day 7: Final nudge or “close the loop” message
- Set timing and dependencies: Some CRMs let you chain tasks (“do X, then Y if no response”). Dealpad’s options here are basic, but good enough for most teams.
- Apply the template to a deal: When a new deal starts, just apply the template and all tasks get scheduled automatically.
What works: Templates keep you consistent, especially when you’re slammed.
What doesn’t: Over-templating. If every task is “custom,” you’re missing the point.
Step 4: Use Dealpad’s Auto-Remind for Stale Deals
Most deals die because they go quiet. Dealpad has a “stale deal” feature that flags deals with no recent activity.
How to set up auto-reminders for inactivity:
- Go to your pipeline or deals list.
- Find the ‘Stale’ filter or automation. Sometimes called “No Activity” or “Needs Attention.”
- Set the inactivity window: For example, 7 days without an update.
- Choose your alert: In-app notification, email, or both.
- Decide what happens next: You can have Dealpad auto-create a task like “Nudge this prospect” or just flag the deal for review.
Pro tip: Don’t set the inactivity window too short. If you get nagged every 24 hours, you’ll start ignoring the reminders.
Step 5: Connect Your Calendar and Email (Optional, but Worth It)
If you want to get fancy, connect Dealpad to your calendar (Google or Outlook) and email account. This way, reminders and tasks show up where you already work.
The basics:
- Calendar sync: Tasks can show up as calendar events or reminders.
- Email integration: Some Dealpad setups let you auto-send follow-up emails as tasks come due (but check for quirks; automation can get weird).
How to connect:
- Find ‘Integrations’ in Dealpad.
- Connect your accounts.
- Test with a dummy deal: Make sure tasks or reminders actually appear in your calendar or inbox.
What to watch out for:
Calendar sync is great, but double check for duplicate events or timezone mix-ups. Don’t let automation create more chaos than it solves.
Step 6: Review and Refine Your Setup
Don’t “set it and forget it.” Automation is only as good as your process.
- Check your reminders: Are you getting what you need, or just more noise?
- Tweak timing: If you’re always late, shorten the reminder window. If you’re hounding prospects, back off a bit.
- Ask your team: If you work with others, get feedback. Too many reminders is just as bad as none.
Remember: The goal is fewer dropped balls, not more busywork.
What Works (and What Doesn’t)
Works well:
- Automating key follow-ups so nothing gets missed
- Task templates for standardizing your process
- Stale deal reminders to keep your pipeline healthy
What doesn’t:
- Relying solely on automation; you still have to actually do the follow-up
- Overloading yourself with too many reminders (hello, alert fatigue)
- Treating every deal the same—sometimes a personal touch beats a template
Quick FAQ
Q: Can I automate emails directly from Dealpad?
A: In some setups, yes, but check your plan. Most users will need to manually send emails based on task reminders.
Q: Can I assign tasks to teammates?
A: Absolutely. Just make sure everyone knows what’s expected—automation won’t fix bad communication.
Q: Will reminders sync to my phone?
A: If you connect your calendar or use Dealpad’s mobile app, yes. Otherwise, stick to desktop notifications.
Keep It Simple and Iterate
Automation should make your life easier, not more complicated. Start with the basics: a few key reminders, a solid task template, and a stale deal alert. Don’t go down the rabbit hole of endless rules—get your process working, then tweak it as you go.
The best salespeople aren’t the ones with the fanciest setup—they’re the ones who actually follow up. So keep it practical, stay consistent, and use Dealpad as your backup, not your boss.