Follow-ups and reminders

Introduction

Every client in BMexa should have a next follow-up. It is set when the client is added, moved every time you log an activity, and it drives the Follow-ups page, the counters on the dashboard and the reminders on your phone. There is no separate “task” to tick off: logging what happened with the client is what closes a follow-up and books the next one.

Your follow-ups

Open CRM › Follow-ups (the Actions tab on the phone). As a sales executive you see your own work in four buckets:

1. Overdue: the follow-up time has passed. Call these first.
2. Today: due later today.
3. New clients: assigned to you and not contacted yet. Their first call is the follow-up.
4. Upcoming: due in the next 14 days.
5. Click a bucket to list it, then click a row to open the client and Log activity.

The team’s follow-ups

A manager or admin sees the team’s buckets instead: Pending (overdue, or no follow-up scheduled), Today, Upcoming and Dumped, with the client, project, status, last response, next follow-up and who it is assigned to. Not scheduled in the last column means nobody has booked the next step.

How a follow-up is booked and closed

• Add client with Take follow-up: Yes and a date books the first one for the assignee.
• Log activity on the Follow-up tab asks for Next follow-up (required). If the client already has an open follow-up it is moved to the new date; that is how you reschedule.
• A site-visit check-in from the phone may set the next follow-up or leave it; without one, the open follow-ups are completed.
• A walk-in registered at the front desk creates a follow-up due now, Log meeting remarks after site visit, for the rep.
• Dump cancels the pending follow-ups. A successful booking stops them too.
• The date must be today or later in your company’s time zone (Company settings › Company).

Reminders

BMexa reminds the assigned person twice per follow-up, in the bell and as a push notification on the phone and in the browser:

• Follow-up at <time>: <client>, half an hour before it is due.
• Overdue: <client>, once, after the time passes with nothing logged. The message asks you to log the outcome or reschedule.
• Follow-ups more than 7 days overdue stop being reminded; rescheduling earns a fresh reminder.
• New clients get their own nudge: A new client is still waiting after 15 minutes, and again after 1 hour, until someone logs the first contact.