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A follow-up is your reminder of when to reach out to a contact again. It’s one of the most important ways the pipeline keeps deals from going cold: every contacted deal is either Recently Contacted (the follow-up isn’t due yet) or Awaiting Follow Up (it’s overdue and needs your attention).
Key things to know
  • You don’t need to set follow-ups by hand - the org-wide Default Follow-Up window applies automatically after every contact.
  • Follow-ups are tracked per contact, not per property, so all deals with the same agent share one follow-up clock.
  • A manual date stays put across new messages until it passes; automatic timing resets every time you message.
  • Awaiting Follow Up always displays first among status badges because it’s the most actionable.
Related settings: The organization-wide default follow-up window is set in Pipeline Settings from the Deal Pipeline toolbar gear. That gear is separate from the main Settings sidebar.

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Set a follow-up on a deal

1

Open the deal

Open a property from the Deal Pipeline (the Follow-Up control isn’t available while browsing Deal Hub or Lookup).
2

Click Follow-Up in the header

Click the Follow-Up control at the top of the property, then choose an option. It saves immediately (“Follow-up updated”).
The options are: The header shows the due date with a status like “in 2d”, “due now”, or “3d overdue”. A date marked “(auto)” is calculated automatically; a plain date is one you set manually. Day-level countdowns round up, so a follow-up set two days out reads “in 2d”, not “in 1d”.
Follow-ups are tracked per contact, not per property. If a deal has more than one contact, set the follow-up on the contact tab you’re working with. This is also why the same follow-up status can appear on several properties at once - they share the same agent.

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Automatic vs manual timing

  • Automatic (Not set): the follow-up is your last contact plus the default window. As soon as you message the contact, the clock resets and starts counting again.
  • Manual (a specific date): the date you chose stays put across new messages until it passes. Once a manual date is overdue, sending a new message clears it and the deal returns to automatic timing.
  • No follow up: the deal stops showing follow-up status altogether until you pick another option.
One more rule worth knowing: a deal with no recorded communication at all never shows a follow-up status, even if it was manually moved into the Contacted column. The clock only starts once there’s a real first contact.

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The default follow-up window

You don’t have to set a follow-up on every deal. Set the organization-wide default once in Pipeline Settings (the gear icon in the Deal Pipeline toolbar) under Default Follow-Up. Options range from 1 day to 30 days (the default is 2 days). From then on, every contacted deal automatically becomes Awaiting Follow Up that long after your last contact - no per-deal setup needed. You only set a follow-up on an individual deal when you want to override that default.

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Where follow-ups show up

  • Dashboard > Follow Ups Needed - a count of deals that are overdue and awaiting your follow-up (it excludes deals that need a reply). Clicking it opens the pipeline filtered to those deals.
  • Status filter - on both the Deal Pipeline and Messages, filter by Awaiting Follow Up or Recently Contacted.
  • Card badges - Awaiting Follow Up is always the first badge shown on a card and is never pushed behind the +N overflow.
  • Next followup column - in the pipeline table view, with overdue dates highlighted.
  • Property header - the Follow-Up control shows the due date and an “in 2d” / “overdue” status whenever the deal is open.
ProPilot doesn’t send a separate email or push reminder when a follow-up comes due - check the Follow Ups Needed card or the Awaiting Follow Up filter to see what’s ready.

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Common questions

Follow-up status is contact-scoped. If the same listing agent is attached to multiple saved deals, one overdue follow-up with that agent surfaces on every active deal they’re attached to. Following up once clears it everywhere.
If the deal was on automatic timing (“Not set”), every outbound message resets the clock to last contact plus the default window. If you had set a manual date that was already overdue, sending a message clears it and returns the deal to automatic timing.
Three possibilities: the deal has never had any recorded communication (no clock to run), its follow-up is set to No follow up, or it sits in a stage that hides communication badges (Not Contacted or Lost).
The Awaiting Follow Up badge appears on every overdue deal. The dashboard’s Follow Ups Needed card counts overdue deals that are waiting on you to reach out - it excludes deals where the agent replied last (those show Need Reply instead).
Yes, indirectly: pick any manual option (for example In 10 days) whenever you message them, or use No follow up to exclude them. The org-wide default itself is one setting for the whole organization.
Day countdowns round the remaining time up, so a freshly set two-day follow-up always reads “in 2d” until a full day has passed.

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Limitations

  • There are no email or push reminders for due follow-ups - the dashboard card, filters, and badges are the surfaces to watch.
  • The follow-up clock is shared per contact; you can’t run separate follow-up schedules for two properties with the same agent.