Never miss a follow-up again.
Every scheduled action — call, WhatsApp, viewing, email — tracked from creation through completion. Smart alerts before they're due, automatic overdue detection, and AI that books follow-ups on its own when conversations call for them.
Call Aisha — 3BR Marina
WhatsApp follow-up — Downtown
Zoom — JVC investor
Every type of follow-up your team actually does.
Eight follow-up types
Call, WhatsApp, Email, SMS, Meeting, In-Person Visit, Video Call, or generic Task — every interaction your team plans has a spot.
Four priority levels
Urgent, High, Medium, Low — colour-coded across the CRM and your calendar, so the right thing always gets attention first.
Chain follow-ups together
Link a follow-up to a next action — 'Call → Send Brochure → Schedule Viewing' — and Ruby walks the sequence with you.
Lead context, attached
Every follow-up carries the lead's name, status, listing reference, and notes — open it on your phone, get the full picture.
In-person visits, planned
Schedule property viewings and walkthroughs with the location, the lead, and the listing all in one card.
Notes that travel
Anything you write before the call shows up in the calendar event and in the day's overdue digest. No retyping.
From pending to closed — every state, tracked.
Pending
Scheduled for the future, waiting for its moment. Visible in your dashboard, your phone, and your calendar.
Overdue — caught automatically
Ruby checks every hour. The moment a pending follow-up's time has passed, it flips to Overdue and you get pinged.
Completed, with outcome notes
Mark it done with a quick note about what happened. The lead's history captures everything for the next agent who looks.
Cancelled, with a reason
Plans change. Cancel with a reason ('client lost interest', 'rescheduled offline') — Ruby keeps the trail clean.
Rescheduled
Push a follow-up to a new time and Ruby updates the lead, the calendar, and the reminders in one move.
Full audit log
Who scheduled it, who completed it, when each state changed — every follow-up has a timestamped history.
Call: Ahmed Al Hashmi — 2BR Marina
High priority · today, 10:00 AM
Scheduled by Layla H.
Auto-flipped by Ruby (hourly check)
Marked done · 'Client booked Saturday viewing'
Alerts that show up exactly when they should.
Due-soon alerts
Ruby checks every 10 minutes for follow-ups due in the next hour. You get one notification per follow-up — never a duplicate spam wave.
Daily 9 AM digest
Every morning at 9 AM UAE, agents get an email and WhatsApp summary of every overdue follow-up — sorted by priority.
Completion notifications
When a follow-up is marked done, the manager and lead owner get a quiet ping — no chasing for status updates.
Three channels, your choice
In-app, email, or WhatsApp — alerts go through the channel each agent actually checks. Configured per user.
Notifies
Follow-up due in 30 min
Call · Ahmed Al Hashmi · 2BR Marina
When Ruby AI sees a follow-up coming, it books it.
Ruby's AI agent reads every WhatsApp conversation. When a follow-up is the right next action, it creates one — confidence-scored, clearly marked, and never silent.
Books from conversation context
Client says 'Let me think over the weekend'? Ruby schedules a Monday morning check-in — automatically, with the right type and priority.
Updates plans as they evolve
If the client postpones, Ruby reschedules. If they lose interest, Ruby cancels with a reason. The follow-up tracks reality without you typing.
Clearly marked as AI
Every AI-created follow-up carries a visible flag — your team always knows what was scheduled by a human and what wasn't.
Only acts when sure
Below the confidence threshold, Ruby logs the suggestion but doesn't act. Above it, the follow-up appears on your calendar — with the reasoning attached.
Schedules
Follow-up · AI-scheduledCall: Ahmed Al Hashmi
Monday, 10:00 AM · 2BR Marina
Your calendar, kept in sync. Both ways.
Google Calendar
OAuth-connected, refresh-token managed. Every follow-up becomes an event the moment you save it in Ruby.
Microsoft Outlook
Same connection flow, same automatic sync. Different team members can use different providers without conflict.
Colour-coded by priority
Urgent + High show as red, Medium as blue, Low as green/yellow — your day reads at a glance.
Lead added as attendee
If the lead has an email on file, they're added to the event — they get a calendar invite, you get fewer no-shows.
Edits flow both ways
Change the date in Ruby and the calendar updates. Cancel in Ruby and the event clears. Delete and it's gone.
Mobile reminders, free
Your phone's calendar app already knows how to nudge you — Ruby's follow-ups inherit those native reminders automatically.
Follow-upProperty viewing
Ahmed Al Hashmi · 2BR Marina
Syncing
Google CalendarSaturday, Feb 14
Visit: Property viewing
2:00 PM – 2:30 PM
How Ruby tracks them
Pending, Overdue, Completed, Cancelled, Rescheduled — every state has a timestamp and an owner.
- Hourly background job flips pending → overdue the moment a follow-up's time passes
- Time-zone aware — scheduling and reminders respect Asia/Dubai (or each user's preference)
- Completion notes captured in a single field — visible on the lead history forever
- Cancellations require a reason — the audit trail stays useful for managers reviewing patterns
How Ruby reminds you
Two scheduled jobs, three channels, zero duplicate spam.
- Due-soon worker runs every 10 minutes — surfaces follow-ups in the next 50–60 minutes
- 10-minute window matches the worker cadence, so each follow-up is announced exactly once
- Daily overdue digest at 9:00 AM UAE — email + WhatsApp, sorted by priority
- Channel preference per user — pick in-app only, email, WhatsApp, or any combination