Reminders are the missing piece between a call and the next call. Schedule a reminder when you hang up, and DOT Lead Scout emails or texts you exactly when it is time to follow up — so you never have to remember on your own.
This feature is available on the Engage plan
The Pipeline CRM is part of the Engage tier. Trial and Scout users can preview it but cannot save status changes, notes, or reminders. Upgrade any time from the Plan tab in the portal.
Why reminders matter #
Most DOT physical sales happen after multiple touches. The leads that close are usually not the ones who answer your first call — they are the ones you reached on the third or fourth attempt. Reminders make persistent follow-up automatic.
Persistence pays off
Studies of B2B sales consistently show that 80% of conversions happen between the 5th and 12th touch. Most salespeople give up at touch 2. Reminders keep you in the persistent group.
Reminder action types #
Every reminder has an action type — what you are reminding yourself to do. There are four to choose from:
Call Back
You said you would call them back. The reminder will pop up so you can dial in.
Send Email
You promised an email or are scheduling a follow-up email. Use this with email scheduling for the cleanest workflow.
Drop In
You plan to visit the carrier in person. The reminder fires the morning of (or the day before) so you can plan the route.
Follow Up
Generic catch-all for any non-specific follow-up. Use it when none of the others quite fit.
Email or SMS delivery #
You can choose how the reminder reaches you:
Default option. Reminder lands in your inbox at the scheduled time with a link back to the lead. Free with every plan.
SMS
Text message reminder sent to your phone. Fastest way to be alerted — great for time-sensitive follow-ups. Requires SMS consent on each reminder.
SMS requires opt-in per reminder
Federal regulations require explicit consent for SMS. The first time you set an SMS reminder you will see a consent checkbox. SMS rates may apply depending on your carrier.
How to set a reminder #
Open the lead
Click any lead to open the detail panel.
Click Set Reminder
The Set Reminder button is in the panel header, near the status buttons. It opens a popup.
Pick the date and time
Use the date/time picker. The timezone is the one set on your profile (you can change it in Profile if needed).
Choose action type
Call Back, Send Email, Drop In, or Follow Up — whichever matches what you committed to.
Choose Email or SMS
Default is Email. If you pick SMS, check the consent box and confirm your phone number.
Click Save Reminder
The reminder is queued and will fire at the scheduled time. You will see it on the dashboard's Upcoming Reminders widget right away.
Managing your reminders #
You can see all your scheduled reminders in three places:
- The Dashboard — the Upcoming Reminders widget shows your next 5 reminders sorted by date.
- The Pipeline tab — a Reminders section near the bottom of the page lists all pending reminders.
- The Lead Detail Panel — reminders for the specific lead show in the Activity tab.
From any of these locations you can edit a reminder (change time or action), mark it complete, or delete it.
Reminder statuses #
| Status | Meaning |
|---|---|
| Pending | Scheduled for the future. Has not fired yet. |
| Sent | Email or SMS was successfully delivered. |
| Failed | Delivery failed (bad email, SMS rejection, etc.). Check the reminder for details. |
| Cancelled | Manually cancelled before the scheduled time. |
Failed reminders do not retry
If a reminder fails (bad email address, SMS opt-out, etc.), it does not automatically retry. You will see the failed status and can fix the contact info, then create a new reminder.
Editing or completing a reminder #
Each reminder has small action icons in its card:
- Edit — change the date, time, action type, or notification method.
- Complete — mark a reminder done before its scheduled time. Useful when you reach the lead earlier than planned.
- Delete — cancel a reminder entirely.
Best practices #
Set the reminder before you hang up
The best moment to set a follow-up reminder is the second after the call ends, while the conversation is still fresh. Build it into your call wrap-up routine.
After voicemails, schedule for 2–3 days out
Statistically, 2–3 days is the sweet spot — far enough that they have had time to act on the message, close enough that you stay top of mind.
Use SMS for time-sensitive callbacks
If a carrier said "call me at 3pm Tuesday," an SMS reminder at 2:55pm is much more reliable than an email that gets buried.
Pair with a note
When you set a reminder, also add a note explaining why. Future-you, looking at the reminder, will know exactly what to say.
