Follow-ups: Calendar & Reminders
Master scheduled touchpoints, automated call reminders, WhatsApp follow-ups, and calendar buckets.
What is this?
Step-by-Step Guide
Create Follow-up
From any Lead or Customer page, click '+ Add Follow-up' (or click '+ Add' directly on the Dashboard Follow-up widget).
Choose Type and Schedule Date
Select whether you will reach out via WhatsApp, phone, or email, and set the target date and time.
Work Your Daily Bucket
Navigate to Lead Management → Follow-ups. Focus on the 'Overdue' bucket first, then complete 'Today'.
Mark Completed or Reschedule
After speaking with the traveler, click the checkmark to mark it 'Completed', or click 'Reschedule' if the client asked to be called back next Monday.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Follow-up Date & Time | The specific calendar day and scheduled time for the touchpoint in your agency's local timezone. Why: Places the item into the appropriate calendar bucket (Today, Upcoming, or Overdue). | 2026-09-15 at 14:30 | Yes |
| Follow-up Type | The communication medium planned for this contact. Why: Prepares the agent with the right tool (e.g. WhatsApp template vs phone dialer). WhatsAppPhone CallEmailIn-person Meeting | Yes | |
| Linked Record | The associated Lead (e.g. LED-0042) or Customer (e.g. CUST-0105). Why: Displays traveler details, prior notes, and quotation links in one click. | John Smith (LED-0042) | Yes |
| Assigned Consultant | The team member responsible for executing the follow-up. Why: Ensures accountability and feeds into individual agent task dashboards. | Sarah Jenkins | Optional |
| Status | Execution state of the scheduled touchpoint. Why: Tracks completion rate and highlights neglected leads. PendingIn ProgressCompletedCancelledFailed | Pending | Yes |
| Notes / Agenda | Context regarding what to ask or offer the client during the call. Why: Helps team members resume conversations without repeating questions. | Check if client wants 4-star vs 5-star hotel in Dubai; offer desert safari upgrade. | Optional |
How Search & Filters Work
Search Behavior
The search bar updates results as you type. You can search across: Traveler Name, Lead / Customer Code, Notes.
Available Filters
Calendar Buckets
Segments items by urgency relative to today's agency calendar.
Example: Select 'Overdue' to catch any forgotten client requests.
Assigned To
Filters the list to show your own queue or team workload.
Example: Select 'My Follow-ups' to start your working day.
Sorting: Soonest First (default for open items) · Newest First (for completed items)
Status Guide & Next Actions
(pending)Scheduled for the future; awaiting execution.
(in_progress)Agent is currently communicating with the traveler.
(completed)Touchpoint was successfully conducted.
(cancelled)No longer needed (e.g. client already confirmed booking).
(failed)Multiple calls went unanswered or phone was disconnected.
Best Practices & Pro Tips
- Whenever you send a quotation, immediately create a follow-up for 48 hours later. Agencies that do this see a 40% higher conversion rate.
- The 'Completed This Week' counter on the dashboard tracks sales activity volume across your entire team.
Common Mistakes to Avoid
- Letting follow-ups sit in 'Overdue' without rescheduling — if a traveler asks to be called in 2 weeks, reschedule the date immediately to keep your dashboard clean.
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