Follow-ups and tasks
Add follow-up tasks to a lead, give them a due date and an owner, tick them off, and see them on the calendar.
A follow-up is a small task attached to a lead: “Call back about the quote”, “Send the contract”, “Check in after the viewing”. It’s how you make sure a lead doesn’t go quiet.
Follow-ups are a Pro feature. See Basic and Pro plans.
A lead can have as many follow-ups as you need, each with its own due date and owner.
Adding a follow-up
- Open the lead page and find the Follow-ups panel. On a phone it’s under the Details tab.
- Type what needs doing in Add a follow-up….
- Optionally click the calendar icon and pick a due date.
- Press Enter or click Add.
A title can be up to 200 characters. The due date is optional, but only follow-ups with a date appear on the calendar.
You can also set one while creating a lead: the Follow-up date in the New lead dialog creates a task called “Follow up” due on that day.
Working with follow-ups
Each follow-up is one row.
| To… | Do this |
|---|---|
| Mark it done | Click the circle in front of it |
| Rename it | Click the title, edit it and press Enter |
| Set or change the due date | Click the date or the calendar icon on the row |
| Remove the due date | Open the date picker and click Clear date |
| Give it to someone | Click the person icon on the row and choose a team member |
| Delete it | Click the bin icon on the row |
On a computer, the date, person and bin icons appear when you point at the row.
Deleting happens immediately, without a confirmation.
Due dates are days, not times
A due date is a calendar day. It has no time of day and shows as the same day for everyone on your team, whatever timezone they’re in.
A due date that has passed is shown in red until the follow-up is completed.
Owners
A follow-up’s owner is separate from the lead’s owner. You can own a lead and hand one follow-up on it to a colleague. A new follow-up starts unassigned.
Completing a follow-up
Click the circle. The follow-up is ticked off, moves out of the open list and is recorded in the lead’s timeline as “completed” with its title.
Completed follow-ups are tucked under a line such as 3 completed. Click it to show them. From there you can:
- Click the tick again to reopen one.
- Delete one with the bin icon.
A completed follow-up can’t be renamed or rescheduled. Reopen it first.
When nothing is open, the panel reminds you: “Nothing planned. Add a follow-up so this lead doesn’t go quiet.”
The lead’s due date
You never set a due date on the lead itself. A lead’s due date is the earliest due date among its open follow-ups. It updates by itself when you add, reschedule, complete or delete one.
That date is what you see as:
- Due and a date on the card in the board.
- The Due column in the
list. When the lead has more open
follow-ups, a small
+1or+2follows the date.
When the last open follow-up is completed, the lead has no due date.
Follow-ups on the calendar
Open Leads, click the Calendar tab and make sure Follow-ups is selected.
Each follow-up with a due date appears on its day, labelled with its title and the person’s name, and coloured by the lead’s stage. Click it to open the lead.
A follow-up is shown on the calendar only while all of these are true:
- It has a due date.
- It isn’t completed.
- Its lead is still open.
- The person isn’t archived.
So completing a follow-up removes it from the calendar, and so does winning or losing the lead. The follow-up itself stays on the lead page.
More in Lead calendar.
Follow-ups on the dashboard
The dashboard keeps follow-ups in view without opening Leads:
- Needs your attention shows a row for each site with overdue follow-ups. View follow-ups opens that site’s leads with the earliest due date first.
- The Due today tile counts follow-ups due today across your sites and opens the calendar.
Both count the same follow-ups the calendar shows: open, on an open lead, for a person who isn’t archived.
What’s recorded
The lead’s timeline shows when a follow-up was added and when it was completed, with who did it. Renaming, rescheduling, reassigning and deleting aren’t recorded.
Good to know
My follow-up isn’t on the calendar. Check that it has a due date, that you’re in Follow-ups mode rather than Bookings, and that you’re looking at the right month.
The Due date on the card changed by itself. It always shows the earliest open follow-up. Completing or deleting that one makes the next one the lead’s due date.
Follow-up or booking? A follow-up is something your team plans to do. A booking is an appointment the visitor picked in a form. See Booking dates.