A client list is not a follow-up queue. You need a specific next action, an owner and a next-check date, plus a way to find open actions without dates.
This setup uses follow-up action records because one client can have several independent conversations.
1. Create the action record
Use Follow-up as Title, Client as Relation to existing clients, Owner as Person, Next Action as Text, Follow-up Date as Date and Done as Checkbox.
If your existing process uses Status, adapt the completion filters rather than adding a competing field. Use one row per independently actionable follow-up.
Client A is too vague as a title. Confirm whether Client A received proposal version 2 explains the action.
2. Build the due queue
Create Follow-ups due as a Table. Combine Done is unchecked AND Follow-up Date is on or before today. Sort the date ascending and show the client, owner and next action.
Use date-only values for this introductory recipe. Define handling of precise times separately if needed. See the AND and OR guide for grouping.
3. Catch unscheduled actions
Create Missing follow-up dates with Done is unchecked AND Follow-up Date is empty. Review it before relying on the daily queue. An action without a date lacks scheduling information; it has not become less important.
4. Test the boundary cases
| Action | Date | Done | Expected queue |
|---|---|---|---|
| Confirm proposal receipt | Yesterday | No | Due |
| Check approval response | Today | No | Due |
| Ask about next month’s brief | Future | No | Neither |
| Clarify requirements | Empty | No | Missing dates |
| Confirm meeting details | Yesterday | Yes | Neither |
If completed work appears, inspect completion. If an undated action is absent from both processes, check the missing-date view.
5. Process the action rather than moving the date
Check the normal communication channel for a response before contacting the client.
- Resolved: record the outcome and mark Done.
- No response: record contact and schedule the next check.
- Partial response: identify the remaining question and update Next Action.
- No longer needed: record why and close the action.
Moving dates without recording what happened loses history. Use the proposal follow-up guide for proposal-specific examples.
6. Separate reminders from project deadlines
A follow-up date schedules your next check; it does not replace an agreed delivery deadline. Record blocked work and resolve any planning decision separately. The client feedback tracker helps preserve sources and decisions for multiple requests.
Common mistakes
- Vague next actions with no specific question.
- One reminder date covering unrelated conversations.
- Reviewing overdue actions but omitting today and undated work.
- Closing after a message when the tracked question remains unresolved.
Frequently asked questions
Can one client have several follow-ups?
Yes. Separate independent requests with different owners, dates or outcomes.
Should today’s follow-ups appear?
Yes. This recipe includes today and earlier dates.
What happens when the date is empty?
The action belongs in Missing follow-up dates for review and scheduling.
Is a follow-up date a delivery deadline?
No. It records when you will check or contact again.
Should I close after sending a reminder?
Only if sending it was the complete action. If tracking an unresolved question, record the contact and keep a next check.
Want this already built?
This guide shows you how to build and check this workflow yourself. For the wider client and project workspace, explore Freelancer CRM and compare its structure with how you work.