PRACTICAL GUIDE
Remember which prospects to follow up
An internal reminder workflow that shows who to contact and when. You stay in control of the message sent to the customer.
1. Structure your follow-up
In your spreadsheet or CRM, add a status, next-action date and last-reminder date. Exclude closed cases and people who no longer wish to be contacted.
2. Schedule a check
Create a Make scenario that checks records at a frequency suited to your business and plan. Verify the timezone so dates are interpreted correctly.
3. Filter next actions
Keep open records whose follow-up date is due. Ignore empty dates and records already reminded for that due date. Test the rules with past, future and missing dates.
4. Send yourself a summary
Group matching records into an internal notification or task list. Include the enquiry subject and next action. After a successful send, record the reminder date to avoid repetition.
5. Update after each conversation
After your call or email, update the status and next date. Track records actually handled. An automation stays useful only when the follow-up information stays current.
WORKED EXAMPLE
Example: one internal reminder per due date
This version starts with one notification per record. Contacting the prospect remains manual. Prepare your sheet and an internal address or notification channel, and define your business timezone.
| Field | Example |
|---|---|
| request_id | DEMO-002 |
| status | Open |
| next_action_at | 2026-09-23T09:00:00+02:00 |
| reminded_for | Empty before the first reminder; copy due date after sending |
| action | Call to confirm the appointment |
Configure a connected spreadsheet record lookup and a daily schedule at a useful time. Check how your sheet’s date is returned: text, numbers and dates require different comparisons. Keep one consistent format and convert it to a date when necessary.
Keep a record if its status is open, its due date exists and has arrived, and “reminded_for” differs from that due date. Test each condition separately before combining them with AND. The goal is to avoid a daily reminder for the same next action.
Send the internal notification, then update the matching row with the reminded due date. Preserve the row number returned by the lookup. If sending succeeds but updating fails, retrying may send another notification: inspect this case in history before restarting.
After contacting the prospect, change the status or next-action date. Add a multi-record summary only after validating the simple version; preserve identifiers so every row can be updated correctly.
Checks before activation
These are expected results to verify in your account, not tests already performed by BizPratico.
| Test case | Expected result |
|---|---|
| Past due date, never reminded | One internal reminder and an updated row |
| Same due date on the next run | No new reminder |
| Future or missing due date | No notification |
| Closed case | Excluded from reminders |
If the result differs
If reminders repeat, compare the exact date values and check the row update. If nothing arrives, check timezone, status and filter output. A connection error must not be mistaken for a day with no cases.
Official sources
Put it into practice
This guide describes a workflow to configure in your own account. Labels and features may vary by plan.