{"id":10334,"date":"2026-04-03T13:06:36","date_gmt":"2026-04-03T13:06:36","guid":{"rendered":"https:\/\/www.greminders.com\/articles\/?p=10334"},"modified":"2026-04-17T18:06:47","modified_gmt":"2026-04-17T18:06:47","slug":"redtail-crm-integration","status":"publish","type":"post","link":"https:\/\/www.greminders.com\/articles\/redtail-crm-integration\/","title":{"rendered":"Redtail CRM Integration Overview"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why GReminders Integrates with Redtail CRM<\/h2>\n\n\n\n<p>GReminders enhances Redtail CRM by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.greminders.com\/articles\/automated-scheduling-and-sms-text-reminders-for-redtail-crm-and-redtail-calendar\/\">Automating appointment scheduling and reminders (SMS, email, or voice).<\/a><\/li>\n\n\n\n<li>Syncing Redtail calendar events and contact data bi-directionally.<\/li>\n\n\n\n<li>Triggering Redtail workflows and <a href=\"https:\/\/www.greminders.com\/articles\/automating-activity-templates-in-redtail\/\">activity templates<\/a> when events are scheduled.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.greminders.com\/articles\/automate-workflows-in-redtail-crm\/\">Mapping client responses to Redtail User Defined Fields (UDFs) for customized data tracking.<\/a><\/li>\n\n\n\n<li>Providing reporting based on Redtail Activity Types and Meeting Categories.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.greminders.com\/articles\/greminders-inside-redtail-crm-setup-guide\/\">Accessing Scheduling, Pre Meeting Briefs and Notetaker INSIDE Redtail<\/a><\/li>\n<\/ul>\n\n\n\n<p>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, <a href=\"https:\/\/www.greminders.com\/articles\/redtail-integration-greminders-vs-calendly\/\">unlike competitors such as Calendly.<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Setting Up the Redtail CRM Integration<\/h2>\n\n\n\n<p>The setup process is straightforward and designed to be seamless for users. Here\u2019s how to guide a user through the integration setup:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1: Access Integration Settings<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the GReminders app, from the admin environment under Setup (top right-hand corner), navigate to the <strong>Integrations<\/strong> section under General on the left menu.<\/li>\n\n\n\n<li>Scroll to <strong>Redtail CRM<\/strong> and click <strong>Setup<\/strong>.<\/li>\n\n\n\n<li>Users must provide their Redtail username and password to authenticate the integration. The user making this connection must be a Redtail admin. If Redtail is the primary calendar, select <strong>Redtail<\/strong> during the calendar connection step.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2: Configure Integration Options<\/h3>\n\n\n\n<p>Once connected, users can customize how GReminders interacts with Redtail CRM. Key settings include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Pull Best Phone Number from Contacts<\/strong>: Imports the contact\u2019s 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.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.greminders.com\/articles\/sending-appointment-reminders-in-your-clients-time-zone\/\"><strong>Time Zone Detection<\/strong>:<\/a> If enabled, GReminders uses the contact\u2019s 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.<\/li>\n\n\n\n<li><strong>Activity Types Selection<\/strong>: Displays all Redtail Activity Types, which are checked by default. Users can uncheck types (e.g., tasks) that should not block their team\u2019s availability on the GReminders scheduling calendar.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.greminders.com\/articles\/meeting-category-and-redtail-crm\/\"><strong>Sync Redtail Activity Categories with GReminders Meeting Categories<\/strong>:<\/a> When enabled, this syncs categories nightly, allowing users to map GReminders Meeting Categories to Redtail Activity Categories for consistent reporting and automation triggers.<\/li>\n\n\n\n<li><strong>Sync Redtail UDFs and Keywords to leverage as Bulk Send Criteria<\/strong><\/li>\n\n\n\n<li><strong>Sync Redtail Contact Roles<\/strong><\/li>\n\n\n\n<li><strong>Map Custom Questions to UDFs<\/strong>: Answers to <a href=\"https:\/\/www.greminders.com\/articles\/enhancing-efficiency-with-custom-fields\/\">custom questions<\/a> in GReminders booking forms can be mapped to Redtail User Defined Fields (UDFs) for tailored data tracking (e.g., client preferences or review dates).<\/li>\n\n\n\n<li><strong>Opt-Out Email List<\/strong>: Add the company domain to prevent colleagues invited as attendees from receiving client reminders.<\/li>\n\n\n\n<li><strong>Security Options<\/strong>: Set data retention periods for event data and configure password reset frequency for compliance.<\/li>\n\n\n\n<li><a href=\"https:\/\/www.greminders.com\/articles\/route-clients-to-servicing-advisor-in-redtail\/\"><strong>Contact Ownership Routing<\/strong>:<\/a> Route clients to their Servicing or Writing Advisor\u2019s 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).<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3: Verify Integration<\/h3>\n\n\n\n<p>After setup, confirm the integration status shows as <strong>Connected<\/strong> in the GReminders <strong>Set Up &gt; Integrations<\/strong> section. If issues arise, ensure the Redtail credentials are correct and check Redtail\u2019s documentation for additional setup steps, as some integrations may require manual enabling.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key Features of the Integration<\/h2>\n\n\n\n<p>Understanding the following features will help you assist users in maximizing the integration\u2019s potential:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Automated Scheduling and Reminders<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Events scheduled via GReminders are added to the Redtail calendar with the chosen <a href=\"https:\/\/www.greminders.com\/articles\/using-redtail-activity-types-during-scheduling\/\"><strong>Activity Type<\/strong><\/a> and Activity Category. Additionally, within an event type, you can use <strong>Advanced \u2013 <a href=\"https:\/\/www.greminders.com\/articles\/locations-reimagined-smarter-scheduling-from-the-start\/\">Location Based<\/a><\/strong> meeting types. This allows you to map specific Redtail Activity Types to different meeting locations automatically. This ensures your Redtail calendar reflects the correct meeting format (and color) without manual intervention.<\/li>\n\n\n\n<li>SMS and email reminders are sent based on user-defined templates, with options to include variables like {{invitee.firstname}} for personalization.<\/li>\n\n\n\n<li>Reminders are logged as notes in Redtail against the matching contact.<\/li>\n\n\n\n<li>Clients can confirm appointments, with confirmations visible on the Redtail calendar via a checkmark icon.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Workflow and Activity Template, Opportunity and Task Creation Automation<\/strong>:\n<ul class=\"wp-block-list\">\n<li>When an event is scheduled, <a href=\"https:\/\/www.greminders.com\/articles\/automate-workflows-in-redtail-crm\/\">GReminders can trigger Redtail workflows<\/a> or activity templates (e.g., for onboarding or client reviews). Users select templates from a dropdown in the <strong>Event Types<\/strong> settings under <strong>Workflows<\/strong>.<\/li>\n\n\n\n<li>Best practice: Set Redtail Activity Templates to \u201call day\u201d to ensure they appear correctly in the calendar\u2019s \u201call day\u201d section.<\/li>\n\n\n\n<li>When an event is scheduled, an opportunity can be populated onto the <a href=\"https:\/\/www.greminders.com\/articles\/create-opportunities-using-greminders\/\">opportunity tracker<\/a> 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.<\/li>\n\n\n\n<li>Tasks can be created and assigned post meeting via the GR AI Notetaker &#8211; Tasks will auto populate and category, templates, descriptions, due dates, subject lines and assignees can all be edited.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong><em>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 <a href=\"https:\/\/www.greminders.com\/articles\/greminders-automations-vs-redtail-automations-avoiding-duplicate-workflows\/\">Redtail and GReminders<\/a><\/em><\/strong><\/li>\n\n\n\n<li><strong>Bi-Directional Syncing<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Events created manually in Redtail are imported into GReminders, triggering reminders without additional setup.<\/li>\n\n\n\n<li>New contacts booking through GReminders are added to Redtail, or existing contacts are matched based on email or other criteria.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Reporting and Data Management<\/strong>:\n<ul class=\"wp-block-list\">\n<li>GReminders syncs Redtail Activity Categories with Meeting Categories for nightly reporting, enabling users to track meeting types and automate CRM actions.<\/li>\n\n\n\n<li>Use Redtail Tag Groups, Keywords, and Contact Udf&#8217;s to organize contacts (e.g., for annual reviews) and trigger targeted notifications via GReminders.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Zoom and Other Meeting App Integration<\/strong>:\n<ul class=\"wp-block-list\">\n<li>For GReminders-scheduled events, Virtual meeting links are added to the location of the event automatically.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Add GReminders Inside the Redtail Interface<\/h2>\n\n\n\n<p>You can now get Scheduling, Pre Meeting Briefs and AI Notetaker inside the Redtail Interface.  <a href=\"https:\/\/www.greminders.com\/articles\/greminders-inside-redtail-crm-setup-guide\/\">Read this article for displaying these buttons inside Redtail.<\/a><\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 [&hellip;]<\/p>\n","protected":false},"author":9,"featured_media":10356,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[16,17,78],"tags":[],"class_list":["post-10334","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-financial-advisors","category-redtail-integration","category-integrations-kb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Redtail CRM Integration Overview - End to End Meeting Management Platform - SMS Reminders - AI Notetaker<\/title>\n<meta name=\"description\" content=\"Overview of the Redtail CRM integration with GReminders. 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