Redtail CRM Integration Overview

Overview

GReminders offers a direct, native integration with Redtail CRM, a leading customer relationship management platform tailored for financial advisors. This integration streamlines scheduling, reminder automation, and data syncing, allowing advisors to save time, reduce no-shows, and enhance client engagement. As a new hire at GReminders, understanding the integration settings is critical to assisting users in setting up and optimizing their workflows. This guide covers the setup process, key features, and best practices for supporting users with Redtail CRM integration.

Why GReminders Integrates with Redtail CRM

GReminders enhances Redtail CRM by:

• Automating appointment scheduling and reminders (SMS, email, or voice).
• Syncing Redtail calendar events and contact data bi-directionally.
• Triggering Redtail workflows and activity templates when events are scheduled.
• Mapping client responses to Redtail User Defined Fields (UDFs) for customized data tracking.
• Providing reporting based on Redtail Activity Types and Meeting Categories.

This integration is unique because GReminders is the only scheduling and reminder app with a direct integration to Redtail, eliminating the need for third-party tools like Zapier or Retriever Cloud, unlike competitors such as Calendly.

Setting Up the Redtail CRM Integration

The setup process is straightforward and designed to be seamless for users. Here’s how to guide a user through the integration setup:

Step 1: Access Integration Settings

1. In the GReminders app, navigate to the Integrations section from the main menu (left-hand toolbar).
2. Scroll to Redtail CRM and click Setup.
3. Users must provide their Redtail username and password to authenticate the integration. If Redtail is the primary calendar, select Redtail during the calendar connection step.

Step 2: Configure Integration Options

Once connected, users can customize how GReminders interacts with Redtail CRM. Key settings include:

• Pull Best Phone Number from Contacts: Imports the contact’s first name, last name, and phone number from Redtail when an activity is scheduled. This ensures reminders are personalized and sent to the correct contact.
• Time Zone Detection: If enabled, GReminders uses the contact’s mailing address zip code in Redtail to determine their time zone, ensuring reminders for remote meetings (e.g., via Zoom or Google Meet) are sent with accurate timing.
• Activity Types Selection: Displays all Redtail Activity Types, which are checked by default. Users can uncheck types (e.g., tasks) that should not block their team’s availability on the GReminders scheduling calendar.
• Sync Redtail Activity Categories with GReminders Meeting Categories: When enabled, this syncs categories nightly, allowing users to map GReminders Meeting Categories to Redtail Activity Categories for consistent reporting and automation triggers.
• Sync Redtail UDFs and Keywords to leverage as Bulk Send Criteria
• Sync Redtail Contact Roles
• Map Custom Questions to UDFs: Answers to custom questions in GReminders booking forms can be mapped to Redtail User Defined Fields (UDFs) for tailored data tracking (e.g., client preferences or review dates).
• Opt-Out Email List: Add the company domain to prevent colleagues invited as attendees from receiving client reminders.
• Security Options: Set data retention periods for event data and configure password reset frequency for compliance.
• Contact Ownership Routing: Route clients to their Servicing or Writing Advisor’s calendar based on email matching in Redtail. A fallback route can be set for unmatched contacts (e.g., new clients directed to a general form).

Step 3: Verify Integration

After setup, confirm the integration status shows as Connected in the GReminders Set Up > Integrations section. If issues arise, ensure the Redtail credentials are correct and check Redtail’s documentation for additional setup steps, as some integrations may require manual enabling.

Key Features of the Integration

Understanding the following features will help you assist users in maximizing the integration’s potential:

• Automated Scheduling and Reminders:
  • Events scheduled via GReminders are added to the Redtail calendar with the chosen Activity Type and Activity Category.
  • SMS and email reminders are sent based on user-defined templates, with options to include variables like {{invitee.firstname}} for personalization.
  • Reminders are logged as notes in Redtail against the matching contact.
  • Clients can confirm appointments, with confirmations visible on the Redtail calendar via a checkmark icon.
• Workflow and Activity Template, Opportunity and Task Creation Automation:
  • When an event is scheduled, GReminders can trigger Redtail workflows or activity templates (e.g., for onboarding or client reviews). Users select templates from a dropdown in the Event Types settings under Workflows.
  • Best practice: Set Redtail Activity Templates to “all day” to ensure they appear correctly in the calendar’s “all day” section.
  • When an event is scheduled, an opportunity can be populated onto the opportunity tracker to ensure no new or existing business opportunities fall through the cracks. AI Notetaker will also recommend opportunities based on conversation details and can be pushed to the CRM post-meeting.
  • Tasks can be created and assigned post meeting via the GR AI Notetaker – Tasks will auto populate and category, templates, descriptions, due dates, subject lines and assignees can all be edited.
• IMPORTANT: When leveraging Redtail automations to launch workflows (an activity category triggers a workflow) you must launch the workflow from GReminders automations and create the activity with a DIFFERENT category. Redtail API does not allow us to leverage existing activity trigger automations, the workflow must come from GReminders and cannot leverage the existing category your redtail automation uses to launch. Reach out to support for assistance on configuring this in Redtail and GReminders
• Bi-Directional Syncing:
  • Events created manually in Redtail are imported into GReminders, triggering reminders without additional setup.
  • New contacts booking through GReminders are added to Redtail, or existing contacts are matched based on email or other criteria.
• Reporting and Data Management:
  • GReminders syncs Redtail Activity Categories with Meeting Categories for nightly reporting, enabling users to track meeting types and automate CRM actions.
  • Use Redtail Tag Groups, Keywords, and Contact Udf’s to organize contacts (e.g., for annual reviews) and trigger targeted notifications via GReminders.
• Zoom and Other Meeting App Integration:
  • For GReminders-scheduled events, Virtual meeting links are added to the location of the event automatically.