GReminders integrates seamlessly with Redtail CRM, allowing it to automatically launch workflows in Redtail when a new meeting is scheduled through GReminders (e.g., via online booking or calendar events).
However, if you also have Redtail Automations set up to trigger the same (or similar) workflows based on newly created events/activities in Redtail, this can lead to duplicate workflows.
Why Duplicates Happen
Redtail Automations typically trigger when a specific Activity Type or Activity Category is detected on a new event/activity.
- When a meeting is scheduled via GReminders, it creates an event/activity in Redtail.
- If this event matches the conditions in your Redtail Automation (e.g., the same Activity Type/Category), Redtail’s automation fires and launches the workflow.
- At the same time, GReminders may also launch its configured workflow(s) for that event type.
This results in two identical workflows being created—one from GReminders and one from Redtail.
Key Differences in Workflow Behavior
- If Redtail Automation triggers the workflow (based on the event/activity):
The workflow is launched in Redtail, but the associated contact will not be automatically linked. - If GReminders triggers the workflow:
GReminders ensures the contact who booked/scheduled the meeting is properly linked to the workflow in Redtail.
To avoid duplicates while preserving the benefits of both systems (e.g., contact linking from GReminders and manual flexibility in Redtail), the best approach is to prevent Redtail Automations from triggering on GReminders-created events by using separate Activity Types or Categories.
Step-by-Step Resolution
Follow these steps to separate the triggers:
- Identify the Triggering Condition in Redtail
Check your Redtail Automation to see which Activity Type or Activity Category is used as the condition.
- In Redtail, go to Manage Your Account > Automation Templates.
- Select the relevant automation.
- Review the Conditions section (no changes are needed here—just note the exact Type/Category being used, e.g., “Client Review”).
- Create a Secondary Activity Type or Category in Redtail
Create a new, distinct version specifically for GReminders events (e.g., append “-GR” for clarity).
- In Redtail, go to Manage Your Account > Manage Database Lists.
- Navigate to the Activity Types or Activity Categories section (depending on what your automation uses).
- Add a new entry, such as:
- If using Activity Type: Create “Client Review – GR”.
- If using Activity Category: Create “Client Review – GR”.
This new item won’t match your existing Redtail Automation conditions, so it won’t trigger duplicates.
- Sync the New Type/Category with GReminders
- In GReminders, go to Setup > Integrations > Redtail CRM.
- Force a full contact sync if needed (this ensures everything is up to date; you’ll receive an email when complete).
- If you added a new Activity Type, check/select it in the checkboxes at the top of the Redtail integration page (to include it in GReminders’ sync).
- Update the Relevant Event Type in GReminders
- In GReminders, open the Event Type (or Event Type Template) that corresponds to the meetings triggering your workflows.
- Change the Meeting Type (Activity Type) and/or Meeting Category (Activity Category) to the new “-GR” version you created (e.g., “Client Review – GR”).
- Save the changes.
What This Achieves
- GReminders-created events now use the new Type/Category → They won’t trigger your Redtail Automation → No duplicates.
- GReminders still launches the workflow directly (with proper contact linking).
- Manually created events in Redtail can continue using the original Type/Category → Your existing Redtail Automations remain fully functional for non-GReminders scenarios.
This setup keeps your automations clean, efficient, and free of duplicates. If you run into sync delays or the new Type/Category doesn’t appear in GReminders, wait for the nightly sync or force another sync via the integration page.
That’s it! Any questions? Please email [email protected]
Happy Scheduling!