GReminders Client Automations Guide

Overview

GReminders client automations are designed to put your client notifications and review scheduling on autopilot.

Getting Started

1. Accessing Client Automations:
   • Click on Bulk Sends under the Management menu.
   • Note: Bulk sends are available to users subscribed to the GReminders Business Plan, and you will need to request access to this feature.
2. Purpose of Bulk Sends:
   • Bulk sends automate communications with existing clients or prospects who have given you permission to contact them by email or SMS.

Setting Up Automations

1. Approval:
   • Once approved to use the feature, click on New Bulk Send.
2. Types of Automations:
   • One-time Send: Runs once.
   • Ongoing Automation: Runs continuously based on a set schedule.

Example Setup: Ongoing Automation

1. Choosing a Purpose:
   • General Notification: For birthday or anniversary wishes, or any other criteria.
   • Request for an Appointment: Typically used for inviting clients to schedule quarterly or annual reviews.
2. Communication Method:
   • Choose to send the request by Email or SMS.
3. Automation Name:
   • Create an internal name for the automation.
4. Determining Recipients:
   • Import a list from a CSV file, send to internal users or employees, or link directly to your CRM (e.g., Redtail).
5. Scheduling:
   • Set the automation to send every 12 months on the first Monday at 8:00 a.m.
   • Specify an end date, number of occurrences, or let it run continuously.
6. Criteria for Recipients:
   • Select criteria to determine who will receive the request.
   • For example, select Redtail Tag Groups and specify the tag that will trigger the automation.
   • Additional criteria can be included (e.g., clients in a specific category).
7. Preview Contacts:
   • Click on Preview Contacts to see a list of contacts that match your criteria.
8. Directing Contacts:
   • Direct contacts to the appropriate booking calendar (e.g., servicing advisor annual review booking calendar).
   • Include a fallback option if no servicing advisor is associated with the contact record (e.g., a routing form to ask the client’s adviser).
9. Message Editing:
   • Edit the default message provided by GReminders, ensuring to leave the single-use link variable for tracking appointments.
10. Ensuring Appointment Scheduling:
    • Click on the Repeat Until Meeting is Booked checkbox.
    • Indicate when and how many follow-up requests to send (e.g., every Monday for two weeks).

Monitoring Automations

1. Activation and Status Check:
   • Once activated, your automation will start.
   • Check the status of your automations by selecting View Sent Log.
2. Outcome Monitoring:
   • Review the outcomes to see who has booked their appointment.
   • Manually stop follow-ups if a client calls and books over the phone.

Put your client notifications and scheduling on autopilot with client automations from GReminders.