How to Set Follow-Up Reminders in Pipedrive for Active Deals

To set a follow-up reminder in Pipedrive, create an activity from the relevant deal, person, or organization record, then give it a due date and, when needed, a due time. Choose an activity type such as Call, Email, Meeting, Task, or a custom type, assign the owner, and save it. Pipedrive will show the open activity in the owner’s workload and, when notifications are enabled, can alert them as it becomes due or overdue.

What you need in place before creating a follow-up reminder

Pipedrive handles follow-ups as activities rather than as a separate reminder object. Create an activity with a future due date; Calls, Meetings, Tasks, and other activity types can all be follow-ups.

Before you start, make sure you have:

• Access to the Pipedrive account and the deal, person, or organization you need to update.
• Permission to create activities. If you cannot see Add activity or cannot save an activity, an account administrator may need to review your role permissions.
• A suitable activity type. Pipedrive commonly includes Call, Meeting, Task, Deadline, and Email activity types, though the options in your account can vary because admins can create custom types.
• A clear next action, such as Call to discuss proposal or Send pricing follow-up. A specific subject makes the activity useful when it appears later.
• A due date and, where available, a due time. The date puts the activity on the right day; the time provides context for when it needs to happen.
• The correct activity owner. The owner is responsible for completing the follow-up, so check this when you work in a shared pipeline.
• Notification settings enabled on the browser or device where you expect alerts. Pipedrive can still show activities in the app when browser or mobile push notifications are turned off.

If you use calendar sync, confirm which calendar is connected and how activities are synchronized. A Pipedrive activity can still be your source of truth, but checking the sync setup avoids assuming that every activity will appear as a calendar event.

How to add a follow-up reminder to a deal or contact

Start from the record with the right context: use the deal for an opportunity-specific action, the person for a contact-specific action, or the organization for an account-level task. The process is broadly the same from each record.

For example, if you spoke with a prospect today and agreed to call tomorrow morning, create a Call activity due tomorrow instead of leaving yourself a note in the deal.

1. Open the deal, person, or organization record you want to follow up on.

2. Select Add activity from the record page.

3. Choose the activity type that matches the work you plan to do.

4. Enter a clear subject, such as Call Jamie about proposal feedback.

5. Set the due date.

6. Set a due time, such as 10:00 AM, when you need the reminder at a particular time rather than simply on that day.

7. Confirm that the activity is linked to the intended deal, person, or organization. Adding it from a record often fills in that link automatically, but check it when several related records exist.

8. Set the activity owner to yourself or the teammate responsible for the follow-up.

9. Save the activity.

After you save it, the activity should appear in the record's activity history or timeline and in the assigned owner's activity list. If your Pipedrive setup provides activity notifications and they are enabled, the owner can also receive an alert as the due time approaches or when the activity becomes overdue.

How to see reminders before and after they are due

Use the Activities area as your main view of scheduled follow-ups. Open it to see work across your deals and contacts, then filter by date, activity type, owner, or status. It is a practical place to plan the day before opening individual records.

Upcoming activities appear in the activity list or calendar-style views available in your account. An activity linked to a deal, person, or organization also appears on that record, where you can review the context, prior notes, emails, and deal stage before you act.

An unfinished activity is generally treated as overdue once its due date or time has passed. Check the Activities view and the related record for overdue indicators. The activity is not deleted; it stays open until someone completes it, reschedules it, or otherwise changes it.

When you complete a follow-up:

1. Open the activity from the Activities view or the related deal or contact record.

2. Record the outcome in the activity notes, such as Left voicemail; asked for a reply by Friday.

3. Create the next activity if another touch is needed.

4. Mark the current activity as done.

You know the reminder is set up correctly when the new activity appears as open in the assigned owner's Activities view and on the related record. After completion, the finished activity remains in the record history as a log of what happened, while the next activity remains open as the reminder. If no next step is needed, marking the activity done removes it from outstanding work without erasing its history.

Make every completed follow-up create the next one

Treat every completed activity as a decision point. Before you close a call, email task, or meeting, decide what happens next: another call, an email, a meeting, a waiting period, or a reason to close the deal.

Create the next activity first, then mark the current activity done. That order avoids a gap where the previous task is complete but the next action has not been scheduled.

For example, if a prospect says, “Send the proposal and call me next Tuesday,” create both activities:

• An Email or Task activity for sending the proposal.
• A Call activity due next Tuesday.

If you send the proposal immediately, log the outcome and leave the Tuesday call open. The deal stays in your work queue until you complete that call or deliberately change the plan.

Recurring activities can help with genuinely fixed routines, such as a standing weekly account check-in. Use them carefully for sales follow-up: they are less useful when the cadence depends on the buyer's response, deal stage, or stated timeline. In those cases, create a one-time next activity with a specific purpose.

If your Pipedrive plan and permissions include workflow automation, an administrator may be able to create activities automatically after certain deal changes. Automation can support a standard process, but you should still check that the assigned owner, due date, and follow-up message make sense for the specific deal.

Why you may not be seeing a Pipedrive reminder

Open the activity and check its status, date, time, and owner first. Most missing-reminder issues come from one of those fields rather than from the deal record.

• The activity has no due time. It can still appear as due on that date, but you may not receive a time-based prompt as expected. Edit the activity and add a time if timing matters.
• The due date is wrong. Check that the activity was not scheduled for a different day, especially if you created it late in the day or changed it after saving.
• The activity belongs to another owner. Activities are normally part of the assigned owner's workload. Reassign it if you are responsible for the follow-up.
• The activity is marked done. Completed activities remain in the record history but should not appear as open reminders. Reopen or create a new activity if another action is required.
• Browser notifications are blocked. Check your browser's site notification permissions for Pipedrive and confirm that notifications are enabled in the relevant Pipedrive settings.
• Mobile notifications are disabled. Check both the Pipedrive mobile app notification settings and your phone's operating-system permissions for the app.
• You are looking at a filtered activity view. Remove or adjust filters for owner, date, status, or activity type to make sure the reminder is not hidden.
• Calendar sync is being mistaken for an in-app reminder. An activity may be visible in Pipedrive even if it did not sync to an external calendar, or the reverse may be true depending on your setup.

If the activity is open, assigned to you, and correctly dated but still does not appear where expected, compare the individual record with the Activities view. This helps show whether the issue is with the activity itself, a saved filter, or a notification setting.

Conclusion

Create a follow-up activity on an active deal now, give it a clear subject, assign a due date and time, and confirm that it appears in your Activities view. Then create the next activity before closing every call, email, and meeting. That routine keeps the next action visible when your pipeline gets busy.