Logging a Follow-up
The follow-up is the daily gesture of the Leads module: you spoke to the contact, you record how it went and you set the next step. The dialog walks you through it section by section, so notes stay comparable over time instead of being scattered scribbles.
How to open it
- The notebook button in the first column of the Leads list.
- The Follow-up button on the lead detail page.
- Automatically, when you move the status to Lost: a reason is required, and this is where you write it.
- From the Review button on a note marked AI draft — to review in the notes history: the dialog reopens already filled in with what the AI wrote.
Where we left off
At the top of the dialog you get the last note on record, with its date. You don’t have to remember anything: read it and pick up from there.
The AI draft
If you open the dialog by stopping Record call on the lead detail page, you are not the one writing first. The call goes into the recordings archive (“Uploading the recording…”), then the banner “The AI is writing the note from the recording…” appears: the fields stay locked until the draft is ready (three minutes at most) and then fill in by themselves: outcome, what came up, what changed, next step, and even the next follow-up date and the status when the call settled them. Above the fields you keep reading “Draft written by the AI: check it and fix it before saving”.
Everything stays editable: that is a proposal, not a verdict. Fields the AI leaves empty stay empty, and if it cannot write anything it touches nothing of what you had already typed. Full details in The AI-Written Note Draft.
The sections to fill in
One of six labels: Answered, No answer, Call back, Call scheduled, In negotiation, Other. Without an outcome the note won’t save.
Needs, objections, budget, timing: the substance of the conversation.
What changed since the previous note. This is the part that keeps the history readable months later.
What you will do, and what you expect from the lead.
The next contact date (today or later) and the deal status. Choosing Lost reveals the mandatory Reason field.
Context for the AI (optional)
At the bottom of the dialog you can record a short voice note, attach a recording or screenshots of the conversation: those are the sources the AI writes from. The limits are 25 MB for audio and 10 MB for images.
With the call you have just recorded, the draft starts on its own. If you add the files now, you ask for it yourself with the Write with AI button, which lights up when there is at least one attachment or when you have already typed something into the fields (in that case your text is integrated, never dropped). Full details in The AI-Written Note Draft.
What happens when you save
- The note is written into the lead’s history straight away, exactly as you typed it.
- The lead’s Notes field (the one that travels in the reminders) is updated with the same text.
- Last follow-up becomes today; Next follow-up takes the date you chose.
- The status is updated, together with the reason if you chose Lost.
- If you were reviewing an AI draft, that same note is updated: no second entry is created for the same call.
Nothing runs after the save: the text you read and confirmed is exactly what stays in the history and what your colleagues will read. The AI works before, never after. The note is written in the agency language, not in your interface language.
If you close the dialog without saving, the files uploaded during that session are removed.