Logging calls and follow-ups
Keep a record of every call, email, text, site visit and meeting with a client, right on the quote, invoice, project or client it was about. Add a Remind me to follow up on date and Sammy emails you that morning when it's time to get back to them.
Everything you log shows in a timeline, alongside what Sammy recorded on his own: when a quote was sent and opened, when it was accepted, when a reminder went out, when an invoice was paid.
Where to find it#
- A quote or an invoice: open it and tap the Activity tab, next to Messages.
- A project: open it and tap the Activity tab.
- A client: open them and scroll to Activity.
- From the Actions button: on any quote, invoice, project or client, tap the Actions button and pick Log activity. The same form opens over the page, so you don't have to switch tabs.
Log a call#
- Open the quote, invoice, project or client, and go to Activity. On your phone, tap Log activity.
- Call is picked already. Pick how it went: Spoke to them, No answer or Left a message.
- Add a note if you like, such as "Wants to start after Easter".
- To come back to them, pick a Remind me to follow up on date: Tomorrow, In 3 days, Next week, or Pick a date for any other day. The day you picked shows beside it. Tap the × to clear it.
- Tap Save.
It shows at the top of the timeline straight away, like "Call · No answer".
On a computer, you can press Ctrl+Enter (or ⌘+Enter on a Mac) to save.
Log something else#
Pick Email, Text, Site visit, Meeting or Note instead of Call. A note needs some words; everything else can be saved on its own. Notes can be up to 4,000 characters.
Follow-up dates#
When a quote, invoice, project or client has a follow-up date, its page shows it at the top:
- Follow up Thu 6 Nov when it's coming up
- Follow up today on the day
- Follow up overdue once the day has passed
The follow-up date is always the one on the last thing you logged for that record. So when you ring them back:
- log the call with a new date to follow up again, or
- log it with no date, and the follow-up is done.
If you're on a team, follow-up dates are shared: when a teammate logs a call on a quote, everyone sees its new date.
If Sammy has built you a dashboard with a follow-up list, everything due today or overdue shows there too. See Making your own dashboard with Sammy.
Your morning email#
On any day you have follow-ups due, Sammy emails you a list at 7 am: the ones due today, then any you've missed. Each one shows the client, their phone number (tap it to call), the quote or invoice, and what you last logged. Tap a name to open it in Sammy.
You only get the follow-ups you set yourself, and if nothing is due there's no email. Log the next call and it comes off the list, or moves to the new day you pick.
To stop the email, go to Settings → Notifications and turn off Email under Follow-ups.
Ask Sammy#
Sammy can do this for you. Tell him the way you'd say it:
- "I rang Sarah Nguyen, no answer, try Thursday" logs the call on her quote with a follow-up for Thursday.
- "Who do I need to call today?" lists your follow-ups due today and any you've missed, with phone numbers.
- "Set a follow-up for next Monday on every quote I sent more than a month ago" sets them all at once.
Before Sammy changes follow-ups on more than one record, he shows you what he's about to do, like "Set a follow-up for Mon 9 Nov on 12 quotes worth $84,200", with the clients' names. Nothing changes until you tap Approve. Each record gets a note on its timeline saying so, and nothing is sent to your clients.
Changed your mind? Tap Undo under what Sammy did, and every follow-up goes back to how it was.
He can also move follow-ups to another day, or clear them ("clear the follow-ups on Patterson's quotes"). He can change up to 500 records at a time.
The timeline#
The timeline shows the newest first. You'll see:
- what you and your team logged, with who logged it and when
- what Sammy recorded: a quote created, sent, opened, accepted or declined, changes asked for, a follow-up or payment reminder sent, an invoice raised, sent or paid, a job won, a contract signed, messages to and from the client
- status changes, like a quote being archived or moved back to a draft
A client's timeline also includes everything on their quotes, invoices and projects. A project's includes its quotes and invoices. Each row says which one it's about, so you can tap through.
Turn on Logged only to see just what people logged, without Sammy's own entries.
If a client has a long history, the timeline shows the most recent entries and says "Showing recent activity. Older entries are on each quote and invoice." Open the quote or invoice to see all of its history.
Change or delete an entry#
You can change or delete anything you logged yourself. Tap Edit on the entry, make your changes, and save. To remove it, tap Delete, then confirm.
You can't change what a teammate logged, or the entries Sammy recorded.
If you see "This entry changed or was removed. Reload to see the latest.", someone (or you, in another tab) changed or deleted it first. Your changes are kept on screen so you can copy them.