If you’re in sales, your life is basically one long to-do list. Prospects to chase. Promises to keep. Deals to nudge across the finish line. Dropping the ball on follow-ups? That’s money walking out the door. This guide is for anyone who’s tired of letting tasks slip through the cracks and wants to actually use their CRM to work smarter, not just keep the boss happy.
We’ll break down how to schedule and automate follow-ups in Lunatro, cut through the noise, and point out what’s genuinely useful (and what’s just bells and whistles). If you’re a sales rep, team lead, or just someone who hates wasting time, read on.
Why Bother with Scheduling and Automation?
Let’s be honest: Most CRMs promise to “keep you on track,” but end up as glorified address books. What actually works? A system that makes it impossible to forget your next move, automates the boring stuff, and gives you space to actually sell.
Manually tracking follow-ups is a recipe for: - Missed opportunities (and awkward “Sorry for the delay” emails) - Endless sticky notes or random reminders in your phone - That sinking feeling when a deal goes cold because you lost your place
Smart automation in Lunatro can help you: - Stay on top of every prospect without mental gymnastics - Save time on repetitive, low-value tasks - Keep your pipeline moving (instead of just staring at it)
But don’t buy the hype: Automation won’t magically close deals for you. It’s just a tool. Used well, it keeps you consistent and frees you up to do the actual selling.
Step 1: Set Up Your Follow-Up Workflow in Lunatro
Before you automate anything, get clear on your sales process. Automation is useless if your basic workflow is a mess.
Ask yourself: - What are the critical follow-ups for your sales cycle? (Initial reach-out, post-demo, contract nudge, etc.) - How many days between each touch makes sense for your market? - What actually moves deals forward, and what’s just “checking in” for the sake of it?
Pro tip: Don’t overcomplicate it. Start with your most common follow-up steps. You can always add more later.
In Lunatro: 1. Map out your sales stages in the pipeline view. Create clear stages like “Contacted,” “Demo Scheduled,” “Proposal Sent,” “Negotiation,” “Closed.” 2. List the key actions you need to remember at each stage. For example: “Send personalized follow-up email 2 days after demo.”
Step 2: Scheduling Follow-Up Tasks (The Right Way)
Lunatro makes it pretty easy to schedule tasks, but the trick is to make sure they’re actually useful, not just calendar clutter.
How to Schedule a Follow-Up Task
- Go to the deal or contact record you’re working on.
- Find the “Tasks” or “Reminders” tab.
- Click “Add Task” or the plus (+) button.
- Choose the type of task (call, email, meeting, etc.).
- Set a realistic due date and time.
- Add a specific note—don’t just write “Follow up.” Example: “Send pricing breakdown and answer question about onboarding.”
- Assign it to yourself or a teammate.
Honest take: If you just create generic “follow up” tasks, you’ll start ignoring them after a week. Be as specific as possible so you know exactly what to do when the reminder pops up.
Bulk Scheduling
If you have a list of leads that all need the same nudge (say, everyone who attended a recent webinar), Lunatro’s bulk action tools can save you some time:
- Select multiple contacts or deals.
- Use the “Bulk Actions” menu to schedule the same task for all of them.
- Make sure you personalize the message before hitting send—bulk is useful, but don’t sound like a robot.
Step 3: Automating Follow-Ups with Workflows
Here’s where things get good—Lunatro’s automation features can handle a lot of the repetitive scheduling for you.
Building a Basic Automation
- Head to the “Automations” or “Workflows” section.
- Click “Create New Workflow.”
- Choose a trigger—this is what kicks off the automation, like:
- New lead added
- Deal moves to a certain stage
- No activity for X days
- Set the action:
- Schedule a follow-up task
- Send an automated email (with your template)
- Assign the deal to a teammate
- Add conditions if needed (e.g., “Only if deal value > $5,000”).
- Name your workflow something obvious, like “Demo No-Show Follow-Up.”
Example:
When a deal moves to “Proposal Sent,” Lunatro automatically schedules a reminder for you to call the prospect 3 days later.
What Works (and What Doesn’t)
- Works: Automating basic, repeatable steps—like reminders after a demo, or nudges when someone ghosts you.
- Doesn’t: Complex, multi-branch automations that try to do your thinking for you. These can break easily and become a nightmare to debug.
- Ignore for now: “AI-driven” suggestions that promise to read your prospect’s mind. They’re rarely better than your own judgment.
Pro tip: Start with one or two automations and see if they actually save you time. If you’re spending hours tinkering with automation rules, you’ve missed the point.
Step 4: Actually Using Your Task List (Instead of Ignoring It)
Scheduling and automating is great—if you actually look at the tasks. The best workflow in the world is useless if you never check your list.
How to stay on top of your follow-ups: - Use Lunatro’s daily task view as your morning “to-do” list. - Set up notifications (email, push, whatever works for you—but don’t go overboard and start ignoring them). - Close out tasks as you go. If something slips, reschedule it right away instead of letting it pile up. - Review your overdue tasks once a week and ask yourself honestly: “Is this still worth doing?” If not, delete it.
Honest advice: Don’t let your task list become a graveyard. If you see dozens of overdue “follow up” tasks, that’s a sign your system needs tweaking.
Step 5: Iterate and Keep It Simple
No tool or workflow is perfect out of the box. What works for someone else might be overkill for you.
- Every month, review your automations. Are they actually helping, or just making more noise?
- Trim unnecessary steps. If a follow-up task is always skipped, ask yourself if it’s really needed.
- Ask your team what’s working. If you’re managing a team, get feedback on what’s actually saving time (and what’s just busywork).
Remember: Simple systems are easier to stick with and fix when they break. The goal isn’t to have the fanciest setup—it’s to close more deals with less stress.
A Few Things to Watch Out For
- Don’t over-automate. If your prospects start getting emails that feel like they came from a robot, you’ll lose trust fast.
- Automation ≠ abdication. It’s there to remind you, not to replace you. The best follow-ups are still personal.
- Ignore shiny features you don’t need. If you’re not sure what a feature does, don’t use it “just because.” Focus on what moves the needle.
Wrapping Up: Keep It Real, Keep It Simple
Lunatro can help you stay organized and consistent, but don’t let it become another source of busywork. Set up a few smart automations, schedule specific tasks, and actually use your task list. Skip the fluff and focus on what moves deals forward. Tweak as you go, cut what doesn’t work, and remember: the best system is the one you’ll actually use.