How to effectively follow-up with my customers

Learn about various communication methods to effectively stay in touch with your clients, including call notes, emails, SMS, and task management.

July 2, 2025 By Dominik Black

In this guide, we'll learn how to effectively manage and enhance communication with clients using various methods. We'll explore tools like My Call Notes for tracking call details and voicemails, and My Communications for receiving immediate notifications of client interactions. Additionally, we'll cover how to organize and follow up on client interactions through My Tasks, ensuring no opportunity is missed. This guide aims to streamline your communication process, making it easier to stay connected and responsive to client needs.

Let's get started

In this tutorial, we will discuss various communication methods and how to stay in touch with your clients. The first method of communication is My Call Notes.

Step #1: Click on "My call notes ✓" — Click on "My call notes ✓"

Here, you will find all call notes and voicemails sent to you, either from a colleague or directly from a client.

The call note provides details like the date, the assignee, and the customer's information. On the far right, you can listen to the recording.

Step #2: Status, Date, Group, Assigned to — Status, Date, Group, Assigned to

Step #3: Client, Phone, Message, Recording — Client, Phone, Message, Recording

With the status, you can determine if it is still To do, Frozen, Voicemail or Completed.

Step #4: Click on Status — Click on Status

To do: Not listened to yet

Frozen: You reached out but did not connect, you will circle back

Voicemail: You left a voicemail

Completed: You connected with the client

If you choose the status To do or Frozen, they will remain in your notifications. If you change the status to Voicemail or completed, they will be removed from your notifications.

Step #5: Click on Complete — Click on Complete

Step #6: My communications — My communications

Whenever a customer contacts you, you will receive an immediate notification. You won't need to search through your emails to confirm if a client has contacted you. You will be able to identify it firsthand.

Step #7: In "All Communications," on the left, you'll see your most recent interactions with customers. Text in bold indicates unread content. — In "All Communications," on the left, you'll see your most recent interactions with customers. Text in bold indicates unread content.

Step #8: To communicate with a customer, you can use either email or SMS. — To communicate with a customer, you can use either email or SMS.

Step #9: You can easily join any type of file you want. — You can easily join any type of file you want.

Step #10: You can select from any templates you have pre-created. — You can select from any templates you have pre-created.

Step #11: You can select the opportunity related to this communication. — You can select the opportunity related to this communication.

Step #12: Additionally, you can send a vehicle display sheet to your customer, allowing them to easily view the products you are offering. — Additionally, you can send a vehicle display sheet to your customer, allowing them to easily view the products you are offering.

Step #13: In your tasks, follow up with all your customers whenever you have an opportunity. — In your tasks, follow up with all your customers whenever you have an opportunity.

The phone call icon displays active calls. If you're on the phone with a customer, you can click on an icon to go directly to the customer's profile.

Step #15: A chat bubble will display live messages from customers reaching out to you from your website chat box or business Facebook page. — A chat bubble will display live messages from customers reaching out to you from your website chat box or business Facebook page.

Step #16: Finally, we added a notifications icon. It will alert you to any new changes or actions related to you, such as customer communications, tasks to complete, or mentions. — Finally, we added a notifications icon. It will alert you to any new changes or actions related to you, such as customer communications, tasks to complete, or mentions.

Step #17: Click this button to mark all as read. — Click this button to mark all as read.

Step #18: You can also favorite any notification you want in order to not lose track of it. — You can also favorite any notification you want in order to not lose track of it.

Step #19: By favoriting your communications, you can later filter through all your favorited or unread messages. — By favoriting your communications, you can later filter through all your favorited or unread messages.