The phone rings during an appointment
An interested prospect calls about your service while you are in a conversation with another client. You jot down a name on the back of a business card and promise to call back. The note disappears into a drawer — or worse: you forget it's there.
The situation
It's a weekday morning. You are sitting at the table with a client and your phone rings. You don't answer, but you see the number. Later, between two appointments, you write the name and phone number on a Post-it or the back of something. You intend to call back later in the day.
What happens next depends entirely on that one slip of paper. And on whether you come across it again that afternoon.
What you do in Klimosa
You create a file on the spot — or as soon as you have a minute. That takes three actions:
- Enter the name and phone number in a new contact.
- Record the contact type, budget and a short note about the conversation on the file.
- Create one follow-up task: 'Call back', priority High, deadline tomorrow.
That's it. The file is now in your team's shared environment. The task appears in the task list — not just on your screen, but for your colleagues too.
What happens next
If you don't get to it yourself, a colleague sees that a task is open with priority High and a deadline of today. That colleague calls back. Nobody has to ask 'do you remember that gentleman who called yesterday?' — the context is in the file.
The contact moment you have just recorded is the first item on this file's timeline. Every subsequent interaction — a call appointment, a viewing, an email — is added there in chronological order. That way the file builds itself.
A follow-up task has a description, a priority (High / Normal / Low) and a deadline. Tasks are visible to everyone on your team with access to the file. A task set to High that is due tomorrow sits at the top of the shared task list. That way you prevent a lead from being left unnoticed.
Why this works
The note was the only trace. The file is not. Once the information is shared and searchable, two things have changed: the chance that someone calls back is greater, and the context for that conversation is always available — no matter who calls.
Example situation — not a customer case. This is the actually implemented flow, not a customer result.