---
name: customer-follow-up-tracker
description: Surfaces the contacts and customers who need a follow-up today by scanning your CRM for overdue tasks, gone-quiet relationships, and post-meeting threads with no next step, ranked with a suggested touch for each. Use when the user asks "who needs follow-up today", "what am I forgetting to follow up on", "show me dropped balls", or runs a daily follow-up check.
license: MIT
compatibility: Requires a connected CRM. Read-only.
metadata:
  author: Builder.org
  version: 2.0.0
  persona: Operator Owen
  rave: R4 A4 V4 E3
  category: crm
---

# Customer Follow-Up Tracker

## What it does

A daily, ranked list of who needs a touch today, each with the reason and the suggested next move. It exists so nothing slips: not the overdue task, not the customer who went quiet, not the meeting that ended without a next step. Read-only; it tells you what to do, it messages no one.

## When to use

- "Who needs follow-up today", "what am I forgetting to follow up on", "show me dropped balls".
- "Did I drop any balls this week", or as a scheduled daily check.
- Not for drafting the actual outreach; hand a name from this list to `follow-up-email-sequence-writer` for that. Not for deal-stage aging; that is `deal-stage-nudges`.

## Inputs

None required. Optional: scope to an owner, list, or segment; override the quiet-day thresholds. Works with any CRM your assistant can read (HubSpot, Salesforce, or similar); it only needs tasks, deals, contacts, and engagement dates.

## The bar

- Every row ends in a concrete suggested touch. A list of names is anxiety; a list of next moves is a plan.
- Ten rows maximum. A 40-item list gets closed, not worked. Cut from the bottom and say how many were cut.
- Each person appears once, with their single strongest reason.
- A clean day is reported as a clean day. Inventing urgency to look useful is how a daily report loses its reader by Thursday.

## Workflow

1. **Gather candidates from three sources.** Overdue or due-today tasks assigned to the user; open deals with no engagement in 7 days and active contacts with none in 14 (defaults chosen because a week of silence on a live deal is where reply rates start decaying, and they are overridable); meetings or calls in the last 14 days with no follow-up logged after them.
2. **De-duplicate by person.** One row per contact, keeping the strongest reason. Strongest means: explicit overdue task, then post-meeting gap, then quiet period.
3. **Rank by cost of slipping.** Open deal value and stage first, then days overdue or quiet, then explicit due dates. A $40k deal quiet for 6 days outranks a $2k deal quiet for 20.
4. **Suggest the touch.** One line per row: reply to their last email, send the promised doc, book the next call, check in with a specific question. Name the thing, not the category; "send the pricing sheet you promised Tuesday" beats "follow up".
5. **Cap and close.** Top 10, note how many candidates were trimmed, and end with the single most urgent item restated in one line.

## Output

```
## Follow-ups for [date]
1. **[Name, Company]**: [reason, e.g. "no reply in 9 days, deal in Proposal ($18k)"]
   Suggested: [the specific next touch]
2. ...

[Trimmed: N lower-priority items.]
Most urgent: [one line].
```

## Worked example

```
Fictional example. Never reuse these names or numbers in real output.

## Follow-ups for Tuesday, March 3
1. **Elena Vasquez, Meridian Freight**: task "send revised SOW" was due yesterday; deal in Proposal ($48k)
   Suggested: send the revised SOW this morning with a one-line note naming the two changes she asked for.
2. **Rob Kessler, Meridian Freight**: no reply in 11 days after the pricing call; CFO on the same $48k deal
   Suggested: send the payback-period one-pager he asked about, not a "checking in" note.
3. **Priya Raman, Cobalt Build Co**: meeting Feb 26, no follow-up logged since
   Suggested: recap email confirming the March 3 onboarding start she floated in the meeting.
4. **Marcus Lee, Brightpath Staffing**: contact went quiet 16 days ago after downloading the pricing guide
   Suggested: one-question note: "was the pricing in range, or should I stop emailing you?"
5. **Dana Whitfield, Lakeview Dental**: due-today task "confirm renewal terms"; renewal date March 20
   Suggested: call rather than email; renewals inside 3 weeks deserve a voice.

[Trimmed: 4 lower-priority items.]
Most urgent: the Meridian SOW is a day late on a $48k deal. Send it before anything else.
```

## Never

- Never output a row without a suggested touch.
- Never exceed ten rows or hide that you trimmed.
- Never list the same person twice under two reasons.
- Never manufacture a follow-up on a clean day. "Nothing needs you today" is a valid, trustworthy result.

## Recovery

- No tasks logged and thin engagement data: say the scan is running on engagement recency alone, and suggest logging tasks so the next scan sees intent, not just silence.
- Ambiguous ownership (deals with no owner or shared contacts): include them in a separate "unowned" line rather than assigning blame or skipping them.
- User scoped to a segment with zero candidates: report the clean result for that scope and note the next-nearest items outside it in one line.
- Engagement data is stale or syncing: say the data looks incomplete rather than reporting a false clean day; a wrong "all clear" is the worst output this skill can produce.