🔍 Overview

Keeping up with follow-ups is critical to closing deals. In Pipedrive, you can automatically schedule activities (like calls, emails, or meetings) and receive reminders so nothing slips through the cracks. This guide explains how to set up automated activity reminders and follow-ups using Pipedrive’s built-in features and Workflow Automation.

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🎯 Why Set Up Automated Reminders?

• Ensure timely follow-ups after key sales events
• Maintain consistent outreach with leads
• Keep your pipeline moving without manual effort
• Boost conversion rates and reduce forgotten tasks

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🛠️ Requirements

Requirement	Description
Pipedrive Plan	Advanced, Professional, or Enterprise
Permissions	Access to Workflow Automations and Activities modules

🚀 Method 1: Set Up Follow-Up Activities Manually with Reminders

Step 1: Create a New Activity

1. Go to a Deal, Contact, or Organization
2. Click “Add Activity”
3. Choose the activity type (e.g., call, meeting, email)
4. Set the due date/time
5. In the Reminder field, select when you want to be notified
   (e.g., 10 minutes, 1 hour, 1 day before)

Step 2: Save

• You will now get a reminder via email, mobile app, or desktop (if notifications are enabled).

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🔁 Method 2: Automate Follow-Up Activities Using Workflow Automation

🧩 Example Use Case :

When a deal is moved to “Follow-up” stage → Automatically create a follow-up call task for 2 days later

Step 1: Go to Workflow Automations

• Navigate to Tools & Apps > Workflow Automations
• Click + New Workflow

Step 2: Set the Trigger

• Choose trigger: “Deal is moved to a stage”
• Specify the pipeline and stage (e.g., “Follow-up”)

Step 3: Add an Action

• Action: “Create an Activity”
• Choose:
  • Activity Type: Call / Email / Custom
  • Subject: “Follow-up with client”
  • Due in: Set a delay (e.g., 2 days after trigger)
  • Assign to: Deal owner or specific user
  • Reminder: Set a time before the activity (e.g., 1 hour before)

Step 4: Save and Activate

• Click Save and Turn On
• Test the automation with a test deal

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💡 Tips for Using Follow-Up Reminders Efficiently

• Use activity types (e.g., “Follow-up call”) to group and filter easily
• Enable desktop and mobile notifications in your user settings
• Add follow-ups for:
  • After demo or meeting
  • After deal stage changes
  • When a lead hasn’t responded in X days
• Use automated email reminders via Zapier or Pipedrive’s built-in tools

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🧠 Pro Tip: Use “Smart Contact Data” + Follow-Up Tasks

Combine enriched contact info (like LinkedIn profiles or company data) with a follow-up call to personalize your outreach.

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⚠️ Common Issues & Troubleshooting

Issue	Solution
Activity not created automatically	Check if workflow is active and configured correctly
No reminder notification	Enable reminders in profile settings
Wrong user assigned to activity	Make sure “Deal Owner” or correct user is selected in automation

✅ Summary Table

Action	Method
Manual reminders	Add when creating an activity
Auto follow-up when stage changes	Use Workflow Automation
Personalized reminders	Add dynamic fields and delays
System notifications	Enable mobile and desktop alerts