This article walks you through two tools available in the Prospect Workflow tab that help your intake team stay organized, document internal activity, and ensure no prospect falls through the cracks — Follow-Up Reminders and General Notes.
Follow-Up Reminders
Setting a Reminder
Intake Administrators can set follow-up reminders directly on a prospect's Workflow screen to help track outstanding tasks and ensure timely outreach.
To add a reminder:
Open the prospect's Workflow tab
Click the Reminder (bell) icon
Complete the required fields in the Add Reminder popup:
Reminder Date — Must be today's date or a future date
Assigned To — Search for and select a single user responsible for the follow-up
Reminder Note — Enter any relevant context or instructions (up to 5,000 characters)
Click Save
Once saved, the reminder will appear at the top of the Workflow page, displaying the date, note, assigned user, and current status.
Understanding Reminder Status Colors
Reminder status colors update automatically each day based on how close the reminder date is:
🟢 Green — Reminder is 16 or more days away
🟠 Amber — Reminder is 8 to 15 days away
🔴 Red — Reminder is 7 or fewer days away
Reminder Alerts
Two alert types are generated automatically to keep your team on track:
Pending Follow-Up — Created immediately when a reminder is saved
Overdue Follow-Up — Triggered automatically once the reminder date passes without the reminder being dismissed
The Reminder Alert list provides a centralized view of all active reminders across your team, displaying:
Prospect Name and ID
Location
Reminder Date
Note (first 2,000 characters, with full text visible on hover)
Assigned To
From the alert list, you can filter by Assigned To, Location, or Prospect Name, use the global search, or click Redirect to jump directly to the relevant prospect's Workflow tab. A Download option is also available to export the filtered results.
Dismissing a Reminder
Once a follow-up has been handled, click the Dismiss (X) option on the reminder at the top of the Workflow page. Dismissing a reminder hides it from view but does not delete the record. Note that the Dismiss action is access-controlled based on your role permissions.
General Notes
Adding a General Note
Users can add internal notes and supporting documents to a prospect's Workflow independently of any specific workflow step. This provides a centralized place for documentation that doesn't belong to a particular action or stage.
To add a General Note:
Open the prospect's Workflow tab
Click the General Notes icon
Enter your note in the free-text field
Optionally, attach a file by clicking the file upload option:
Select the Document Type (required)
The File Name and File Date will be auto-populated
Add an optional Tag if needed
Click Upload to attach the file, or Cancel to close without uploading
Click Save — the note and any attachments are saved and the popup closes automatically
Viewing General Notes
Once saved, a new event is added to the Prospect Timeline for every General Note entry. Clicking the timeline event allows you to view the saved note and any attached documents at any time.
💡 Tip: General Notes are a great way to document context, conversations, or supporting information that isn't tied to a specific workflow step — keeping everything in one place for your whole team.
Last Updated: 8/11/26 by Tatum Winslow