Automate Client Follow-Up Reminders with Notion and Make

Summary:

Leads going cold due to lack of follow-up? This client follow-up reminders automation ensures no potential client slips through the cracks. It checks your Notion CRM for leads that haven’t been updated in the last 7 days and sends a reminder email to the lead owner to follow up.

Tools Used: Notion, Make.com, Gmail

Setup Time: 30–40 minutes

Skill Level: Intermediate (no-code logic and filters)

Who This Is For

• Business owners using Notion to track leads
• Freelancers who need a nudge to follow up with warm leads
• Anyone looking to reduce lost revenue from delayed outreach

What This Automation Does

1. Searches your Notion CRM for leads with status changes older than 7 days
2. Excludes leads marked as “Lost” or “Converted”
3. Groups leads by their owner (email)
4. Sends a personalized reminder email to each lead owner with a list of leads to follow up on

What You’ll Need

• A Notion account with a CRM database (you can use our template)
• A Make.com account account (Get started with the Free or Core tier)
• A Gmail account or similar email connection for sending alerts

Affiliate Disclosure:

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Step-by-Step Setup

Step 1: Duplicate the Notion CRM

• Duplicate the CRM Template

• Make sure the following fields exist:

  • Lead Status
  • Lead Status Change Date
  • Lead Owner (Notion People field)
  • Email Address

Step 2: Import and Configure the Make Scenario

• **Download the Automation JSON
• Import it in Make.com under Scenarios > Import Blueprint
• Connect your Notion workspace and Gmail account

Step 3: Fine-Tune the Workflow

This scenario:

• Filters out leads updated in the last 5 days
• Ignores converted/lost leads
• Aggregates emails by lead owner
• Sends a single email to each owner with a list of leads to follow up on

Sample Email Text:

Subject: Reminder: Follow Up on Stalled Leads

Hello,

Just a quick reminder: some leads haven’t moved forward in the last 7 days. Now might be a good time to check in and follow up.

Lead emails:
- John - [email protected]
- Jane - [email protected]

Best,
Your Notion Automation

Tips

• Run this automation every weekday or every Monday
• Add a Slack or WhatsApp module for internal team nudges
• Pair this with an AI meeting summarizer for richer insights

Download This Workflow

• Download Scenario JSON File

Final Thoughts

Following up on time can make or break a deal. This simple automation acts as your virtual assistant, gently nudging the right team members before leads go cold. No manual reminders. No missed revenue.