How to Set Up Follow-ups
Schedule follow-up reminders on any thread so you never miss a deal or let a prospect go cold.
Follow-ups are Kaname's core mechanism for preventing deals from going cold. When you schedule a follow-up on a thread, Kaname surfaces that thread at the right time so you take action before the conversation dies.
Why follow-ups matter
Most deals do not close on the first contact. Research consistently shows that 80% of sales require five or more follow-up touches, yet most founders stop after one or two. The problem is not lack of intent — it is lack of a reliable system for remembering when and who to follow up with.
Kaname's follow-up system solves this by turning follow-up scheduling into a first-class action on every thread, not an afterthought.
Scheduling a follow-up on a thread
From the inbox:
- Hover over any thread row and click the Follow-up icon (clock or flag icon)
- A date and time picker appears
- Select when you want to be reminded
- Optionally add a note (e.g., "Check if they reviewed the proposal")
- Click Save
From inside an open thread:
- Open a thread by clicking on it
- Find the Follow-up button in the thread action bar at the top
- Set the date, time, and optional note
- Click Save
The thread now shows a follow-up indicator in the inbox list and will appear in the Follow-ups view on the scheduled date.
The Follow-ups view
From the sidebar, click Follow-ups to see all threads with scheduled reminders, sorted by due date.
Each item in the Follow-ups view shows:
- Thread subject and contact name
- Due date and time
- Your note (if you added one)
- Current stage
Threads that are overdue appear at the top with a visual indicator. Review overdue follow-ups before reviewing upcoming ones.
Completing a follow-up
When you action a follow-up — by sending a reply, scheduling a call, or making a decision — mark it as done:
- Open the thread from the Follow-ups view
- Click Mark complete or Done on the follow-up
- Optionally schedule the next follow-up immediately
Marking a follow-up complete removes it from the Follow-ups view. The thread itself remains in the inbox with its current stage.
Recurring follow-up cadence
For leads that require multiple touches over time, you can chain follow-ups:
After completing one follow-up, immediately schedule the next one. Over time this creates a reliable cadence — you always know when each lead will be touched next, and no deal slips through because you forgot to re-schedule.
A simple cadence for warm leads:
- Follow up 3 days after first contact
- Follow up 7 days after that
- Follow up 14 days after that
- Close out or re-engage at 30 days
Setting follow-up reminders
By default, Kaname shows follow-up reminders inside the app when you are active. You can also configure email reminders from Settings → Notifications.
Email reminders send you a digest of overdue and upcoming follow-ups at a time you configure (e.g., 9 AM Monday–Friday).
Follow-up notes
The note field on a follow-up is for your eyes only (and your team members). Use it to record:
- What you need to say in the follow-up ("Reference the pricing deck")
- What you are waiting for ("Their budget approval from the board")
- Context that will help you write a relevant message ("They mentioned Q3 deadline")
Good follow-up notes mean you never have to re-read the entire thread history just to remember why you were following up.
Tips for effective follow-ups
Schedule the next follow-up immediately after each touchpoint. The best time to schedule a follow-up is right after you send a message — you know exactly what you said, why you said it, and when you expect a response.
Keep a consistent review cadence. Check the Follow-ups view every morning and action at least the overdue items before starting other work.
Never leave an active deal without a scheduled follow-up. If a deal has no scheduled follow-up, it is effectively invisible until the prospect reaches out. That is passive selling. Scheduled follow-ups keep you in control.
Use specific notes. "Follow up on proposal" is a bad note. "Ask whether the legal team approved the contract terms we sent Nov 12" is a good note. Specificity means your follow-up message is relevant, not generic.