Chapter 8: Follow-ups & Daily Task Management

In real estate sales, the fortune is in the follow-up. Over 80% of property bookings occur on or after the 5th follow-up call, yet average sales agents give up after just two attempts.

The Follow-up Records & Reminders Engine (/followups) ensures that no client drops through the cracks, no callback is forgotten, and every sales representative maintains rock-solid daily discipline.

#1. The Daily Follow-up Dashboard

When you click Follow-ups in the sidebar, you are greeted by the Day-Slider Navigation View:

#The Interactive Week & Day Slider

• Shows the entire current week day-by-day.
• Each day shows the abbreviated day name, numerical date, and total scheduled tasks.
• The active day is highlighted with a blue indicator bar.
• Clicking any day instantly loads that day's task list without navigating away.
• Use the < (Previous Week) and > (Next Week) arrow buttons to shift your calendar forward or backward in 7-day increments.

#2. Scheduling a Follow-up Task

You can schedule a follow-up directly from a Lead Profile, from the Kanban Board, or from the Follow-ups screen:

1. Click + Schedule Follow-up.
2. Select the Task Type:
   • Phone Call (📞): Callback to discuss project details, answer questions, or negotiate price.
   • WhatsApp Message (💬): Send brochure, rate card, or video walkthrough link.
   • In-Person Meeting (🤝): Meeting at the client's office, residence, or sales lounge.
   • Document Collection (📄): Collecting KYC documents, PAN card, or booking cheque.
3. Specify the Due Date & Time:
   • Pick the exact calendar date (e.g., Tomorrow).
   • Set the scheduled time (e.g., 11:30 AM).
4. Add Task Notes / Instructions:
   • Write clear instructions so you remember the context: e.g., "Call back after client discusses 3BHK layout with his wife. Send video walkthrough before calling."
5. Click Save Task.

#3. The Dual Reminder System: Never Miss a Call

A reminder that only rings when you are already supposed to be on the phone is too late. You need advance notice to review client notes, open the brochure, and prepare your pitch.

SG Lead Pro uses an Intelligent Dual Reminder Engine:

#1. Advance Warning Notification (5 Minutes Before)

• Arrives on your desktop browser and Android smartphone notification shade.
• Gives you 5 minutes to conclude your current conversation, review the customer's requirement card, and get ready.

#2. Immediate Action Notification (At Exact Scheduled Time)

• Sounds an audible alert and displays a high-priority banner on your screen.
• Includes a direct 👀 View Lead quick action button. Tapping it opens the lead record and initiates dialing with zero friction.

#Native Web Push Technology

These alerts are delivered as Native Web Push Notifications. Even if your CRM browser tab is minimized, hidden in the background, or your phone is locked in your pocket, the notification arrives like a native mobile app alert!

#4. Managing Tasks: Completing, Rescheduling & Deleting

On the Follow-up Records screen, all tasks for the selected date are organized in a clean table:

#Completing a Task:

• After concluding your call, click the Checkmark Button (✔).
• A small popup prompts you to log a quick outcome note (e.g., "Spoke with client. Confirmed site visit for Sunday at 11 AM").
• The task is marked Completed, logged in the customer's timeline, and cleared from your pending list!

#Rescheduling a Task:

• If the customer was busy or requested a callback later, click Reschedule (✏️).
• Pick a new date and time (e.g., "Today at 5:00 PM" or "Monday morning").
• The task is shifted automatically, and fresh reminders are armed for the new time.

#5. Handling Overdue Tasks (Manager Escalation)

When a scheduled task passes its due time without being completed or rescheduled, it is flagged as Overdue (⚠️):

1. It moves to the top of the agent's task list in bright red.
2. In the team manager's dashboard, overdue task counters turn red.
3. If a task remains overdue for more than 48 hours without explanation, the system sends an Overdue Escalation Alert to the sales manager, allowing leadership to step in and reassign the neglected lead before the buyer loses interest.

#6. The 5-Touchpoint Follow-up Cadence That Closes Deals

When a prospect doesn't book a site visit on the very first call, inexperienced agents abandon the lead. Elite closers use a multi-touchpoint follow-up cadence spread over 30 days:

#Touchpoint 1: Day 1 (Within 5 Minutes of Lead Arrival)

• Channel: Direct Phone Call + WhatsApp Follow-up.
• Goal: Immediate qualification and rapport building.
• CRM Action: If unreached, schedule a callback task for 4:30 PM today. Send WhatsApp Template: "Missed Call / Inquiry Introduction".

#Touchpoint 2: Day 3 (48 Hours Later)

• Channel: WhatsApp Media Share + Short Check-In Call.
• Goal: Provide value without being pushy.
• Message: Share a 60-second drone video walkthrough or 3D architectural render of the clubhouse and swimming pool from Project Drive.
• CRM Action: Log activity: "Sent video walkthrough via WhatsApp. Client responded asking about parking allocation."

#Touchpoint 3: Day 7 (Thursday or Friday Afternoon)

• Channel: Phone Call.
• Goal: Lock in weekend walkthrough.
• Pitch: "Hi Mr. Verma, our project architect and senior bank manager will both be on-site this Saturday to answer technical layout and loan queries. We have 4 families visiting between 11 AM and 1 PM. Can I reserve a parking slot for your vehicle?"
• CRM Action: If agreed, schedule Site Visit on the calendar.

#Touchpoint 4: Day 14 (Two Weeks In)

• Channel: WhatsApp + Email.
• Goal: Remove financial anxiety.
• Message: Share an indicative bank EMI calculation sheet (e.g., "How to own a 3BHK for ₹68,000/month with our 10:90 developer payment scheme").
• CRM Action: Update temperature to Warm (🌤).

#Touchpoint 5: Day 30 (One Month In)

• Channel: Personalized SG AI Pitch or Direct Call from Senior Manager.
• Goal: Create urgency / FOMO (Fear Of Missing Out).
• Message: "Dear Mr. Verma, Tower B higher floors are now 85% booked. The developer is revising base rates by ₹250/sq.ft starting next Monday. If you are still exploring, this weekend is your final opportunity to lock in original launch pricing."
• CRM Action: If the customer remains completely silent or states they bought elsewhere, submit for manager Deal Lost review with the verified lost reason.