If you’re an account manager, your job is basically one long to-do list that never quite ends. Clients expect you to chase things, follow up, and never let anything slip through the cracks. But let’s be real: your memory isn’t perfect, and sticky notes have a way of disappearing. That’s where Capsulecrm (see [capsulecrm.html]) comes in. Used right, it can help you keep your follow-ups tight—and your clients happy. Used wrong, and it’s just another layer of admin you’ll ignore by next Tuesday.
This guide will show you how to actually use Capsulecrm to schedule and manage follow-up tasks—without overcomplicating things or getting sucked into features you don’t need.
Why Follow-Up Tasks Matter (and Why Most People Mess Them Up)
Let’s start with some honesty: most CRMs are graveyards for forgotten tasks. It’s easy to create reminders; it’s harder to actually act on them week after week.
Here’s what usually goes wrong: - Too many tasks: People log everything, but don’t prioritize. Result: noise. - Vague reminders: “Follow up with client” is useless when you read it two weeks later. - No central view: If you can’t see what’s due today, you’ll miss things.
Capsulecrm can help—if you’re disciplined. So let’s walk through how to make it work for you, not against you.
Step 1: Set Up Your Capsulecrm Account for Follow-Ups
Capsulecrm isn’t hard to get started with, but a little setup pays off.
Basic Setup
- Contacts and Organizations: Make sure every client and key contact is actually in the system. Garbage in, garbage out.
- Tagging: Use tags for things like “VIP,” “Renewal Q4,” or “Demo Needed.” Don’t go nuts—keep it simple and relevant.
- Teams and Assignments: If you’re part of a bigger group, double-check who owns which clients.
Pro tip: If you’re migrating from spreadsheets, spend the time to clean your data. Duplicates and old info will just slow you down.
Step 2: Schedule Follow-Up Tasks That Actually Work
Here’s where most people try to get fancy and end up overwhelmed. Don’t overthink it.
How to Create a Follow-Up Task
- Go to the Contact or Opportunity: Find the client or deal you need to follow up with.
- Add a Task: Click “Add Task.” Give it a clear, specific name. Instead of “Follow up,” write “Email Sarah re: contract #384.”
- Set a Due Date: Pick a real date—not just “someday.” If you need to nudge again later, you can always reschedule.
- Assign the Task: If you’re delegating, assign it to the right teammate. Otherwise, leave it with yourself.
- Add Notes or Links: If there’s relevant info (like a doc or past email), link it here. Saves you hunting later.
What to skip: You don’t need to set a priority or reminder for every single task. If everything’s high priority, nothing is.
Recurring Tasks
If you have regular check-ins or monthly reminders, Capsulecrm lets you set recurring tasks. But a warning: if you set too many, you’ll start ignoring them. Only use this for stuff that really repeats, like “Check in with Acme Inc. every 90 days.”
Step 3: See What’s Coming—And Actually Do It
Scheduling is half the battle. The rest is actually following up. Capsulecrm gives you a couple of ways to see what’s on your plate:
The Task Dashboard
- Today’s Tasks: Start your day here. If you see a wall of overdue tasks, don’t panic—just triage. What really matters today? Move, reschedule, or delete the rest.
- Calendar View: Use this if you like a weekly/monthly overview. Good for spotting bottlenecks.
- Filtering: You can filter by tag, assignee, or type. Useful if you juggle multiple roles or clients.
Pro tip: Block 10 minutes at the end of each day to review and reschedule anything you didn’t get to. Keeps things realistic.
Notifications and Reminders
Capsulecrm can send you email reminders for upcoming tasks. Honestly? Email reminders are easy to ignore. For important stuff, consider blocking time on your actual calendar, or use browser/mobile notifications if they work for you.
Step 4: Track Progress Without Drowning in Admin
You want to know what’s done—and what’s falling behind—without spending an hour updating the CRM.
Mark Tasks Complete (and Move On)
When you finish a follow-up, mark it complete right away. Capsulecrm will log the date/time, so you have a record. Don’t bother writing a novel in the notes unless there’s something you’ll actually need later.
Use Task Templates (Sparingly)
If you have repeatable processes (like onboarding or renewals), make a template task list. But don’t go wild building 20-step processes for one-off situations—it’s overkill.
Reporting
Capsulecrm offers basic reporting on completed/overdue tasks. Use this to spot patterns (“Why am I always late following up with X?”) but don’t obsess over it. The goal is action, not perfection.
What Works (and What Doesn’t) in Capsulecrm
The Good
- Simple Task Creation: Easy to add and assign tasks without a lot of clicks.
- Central Dashboard: You can actually see what’s due, today and this week.
- Decent Mobile App: You can log tasks on the go—no more “I’ll remember to do this later” (you won’t).
The Not-So-Good
- Limited Automation: Capsulecrm doesn’t have deep workflow automation. If you want tasks to magically appear based on field changes, look elsewhere.
- Notifications Can Get Lost: Email reminders are easy to miss in a busy inbox. You still need to check the dashboard.
- Recurring Tasks Can Get Messy: If you don’t keep up, recurring tasks pile up fast. Don’t overuse them.
What to Ignore
- Overcomplicated Pipelines: Unless you manage huge teams or complex sales cycles, stick to simple pipelines.
- Custom Fields for Everything: Only create custom fields if you’ll genuinely use the info. Otherwise, it’s clutter.
Pro Tips for Keeping Follow-Ups Simple
- Be ruthlessly clear with task names. “Call John re: Q2 pricing,” not “Follow up.”
- Review your dashboard daily. Even five minutes helps prevent surprises.
- Don’t use tasks as a dumping ground. If something’s not actionable, don’t make a task for it.
- Batch routine follow-ups. If you have a bunch of “check in” emails, do them in one sitting.
- Set aside time to clean up old tasks. Once a month, clear out anything that’s become irrelevant.
Keep It Simple—and Adjust As You Go
Capsulecrm can help you stay on top of your follow-ups, but only if you keep it simple and actually use it. Don’t try to build the perfect system from day one. Get the basics working, see what you use, and tweak as you go. The best CRM is the one you’ll actually check—and the one that helps you do the work, not just track it.
Now, get back to your clients. They’re waiting.