> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Follow-ups

> How follow-ups keep deals from going cold, automatic vs manual timing, the org-wide default, and where follow-up status appears.

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).

<Info>
  **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.
</Info>

<Note>
  **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.
</Note>

## Set a follow-up on a deal

<Steps>
  <Step title="Open the deal">
    Open a property from the **Deal Pipeline** (the Follow-Up control isn't available while
    browsing Deal Hub or Lookup).
  </Step>

  <Step title="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").
  </Step>
</Steps>

The options are:

| Option                          | What it does                                                                    |
| ------------------------------- | ------------------------------------------------------------------------------- |
| **Not set**                     | Clears any manual date and uses automatic timing (see below).                   |
| **Default (Nd)**                | Sets the follow-up to your org's default window from now.                       |
| **In 1 day** ... **In 30 days** | Sets the follow-up that many days from now (1, 2, 3, 5, 10, or 30 days).        |
| **In 3 months**                 | Sets the follow-up three months out.                                            |
| **Exact date...**               | Opens a calendar to pick a specific day.                                        |
| **No follow up**                | Turns follow-ups off for this contact entirely - no badges, no dashboard count. |

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".

<Note>
  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.
</Note>

## 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.

## 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.

## 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](/features/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.

<Note>
  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.
</Note>

## Common questions

<AccordionGroup>
  <Accordion title="Why does Awaiting Follow Up show on several properties at once?">
    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.
  </Accordion>

  <Accordion title="Why did my follow-up date change after I sent a message?">
    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.
  </Accordion>

  <Accordion title="Why doesn't a deal show any follow-up status?">
    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**).
  </Accordion>

  <Accordion title="What's the difference between the badge and the dashboard count?">
    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).
  </Accordion>

  <Accordion title="Can I set a different default window for one contact?">
    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.
  </Accordion>

  <Accordion title="Why does my new 2-day follow-up say 'in 2d' on one card and 'in 1d' nowhere?">
    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.
  </Accordion>
</AccordionGroup>

## 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.