Wealthbox Integration Overview

Overview

GReminders provides a direct, native integration with Wealthbox CRM, a modern, user-friendly customer relationship management platform designed for financial advisors. This integration automates scheduling, sends personalized reminders, and syncs data bi-directionally, helping advisors save time, reduce no-shows, and enhance client relationships. As a new hire at GReminders, mastering the Wealthbox integration settings is essential for assisting users in configuring and optimizing their workflows. This guide covers the setup process, key features, and best practices for supporting users.

Why GReminders Integrates with Wealthbox CRM

The GReminders-Wealthbox integration enhances advisor productivity by:

• Automating scheduling and reminders via SMS, email, or voice calls.
• Syncing Wealthbox calendar events and contact data bi-directionally with Google or Outlook calendars.
• Launching Wealthbox workflows automatically when events are scheduled.
• Task creation post meeting via AI Notetaker
• Mapping custom form responses to Wealthbox Custom Fields for personalized data tracking.
• Logging reminders as notes in Wealthbox for compliance and record-keeping.

GReminders is the only scheduling and reminder platform with a direct integration to Wealthbox, eliminating the need for third-party tools like Zapier, unlike competitors such as Calendly.

Setting Up the Wealthbox CRM Integration

The setup process is quick and user-friendly, typically taking just a few minutes. Here’s how to guide a client through the integration setup:

Step 1: Ensure Calendar Sync

1. Before integrating with GReminders, users must sync their Wealthbox calendar with Google Calendar or Outlook/Office 365 for bi-directional event syncing.
2. In Wealthbox, navigate to the top-right menu (three vertical dots), select Applications, and choose Google Calendar or Outlook Calendar. Enable two-way sync and set default permissions to “Everyone” (or ensure each user integrates Wealthbox under Connected Services).

Step 2: Access Integration Settings

1. In the GReminders app, go to Org Settings > Integrations from the left-hand toolbar.
2. Scroll to Wealthbox CRM and click Setup.
3. Click Setup Now and enter Wealthbox credentials to authenticate. Invited users can connect their Wealthbox account during initial setup or later under Connected Services.

Step 3: Configure Integration Options

After authentication, users can customize the integration settings. Key options include:

• Pull Best Phone Number from Contacts: Enabled by default, this imports the contact’s first name, last name, and phone number from Wealthbox based on the email address when an event is created. This ensures reminders are personalized.
• Use Primary Contact Address Zip Code for Time Zone: Enabled by default, this uses the contact’s mailing address zip code in Wealthbox to determine their time zone when scheduling manually, ensuring reminders for remote meetings (e.g., via Zoom or Microsoft Teams) are sent in the contact’s local time.
• Map Custom Questions to Custom Fields: Responses to custom questions in GReminders booking forms can be mapped to Wealthbox Custom Fields (e.g., “Veteran Status”). Users can configure updates under Wealthbox Update with options: “Yes, only if the current value is blank,” “Yes, overwrite existing value,” or “No.”
• Writeback Reminders as Notes: Reminders sent by GReminders are logged as notes in the Wealthbox contact record, ensuring compliance and tracking.
• Workflow Automation: Users can select Wealthbox workflow templates to launch automatically when specific Event Types are scheduled (configured under Event Types > Automations).
• Create Opportunities: Automatically generate opportunities in Wealthbox’s Opportunity Tracker when events are scheduled, with pre-filled fields using variables (e.g., client name).

Step 4: Verify Integration

Confirm the integration status shows Connected in Set Up > Integrations. If issues occur, verify Wealthbox credentials, ensure calendar sync is active, and check Wealthbox’s documentation for additional requirements.

Key Features of the Integration

Understanding these features will help you assist users in leveraging the integration effectively:

• Automated Scheduling and Reminders:
  • Events scheduled via GReminders are added to the Wealthbox calendar, with reminders sent via SMS, email, or voice based on user-defined templates.
  • Variables like {{invitee.firstname}} or nicknames from Wealthbox personalize reminders.
  • Client confirmations (e.g., replying “Yes”) are logged in Wealthbox and marked with a checkmark on the event.
  • New contacts scheduling through GReminders are created in Wealthbox, or existing contacts are matched by email.
• Workflow and Opportunity Automation:
  • Trigger Wealthbox workflows (e.g., for onboarding or client reviews) when events are scheduled by selecting templates in Event Types > Automations > Workflows. Workflows assign tasks to roles, teams, or users.
  • Create opportunities in Wealthbox’s Opportunity Tracker for scheduled events, tracking metrics like AUM or commissions.
  • Best practice: Ensure workflow templates are published in Wealthbox’s Workflow > Manage Templates section for GReminders access.
• Bi-Directional Syncing:
  • Events created in Wealthbox are imported into GReminders, triggering reminders without additional setup.
  • GReminders writes back reminder notes to Wealthbox contact records for compliance.
• Custom Field Mapping:
  • Map GReminders booking form questions to Wealthbox Custom Fields for tailored data collection (e.g., client preferences). Configure under Set Up > Integrations > Wealthbox > Map Fields.
  • Automate updates to contact records (e.g., new phone numbers) based on user preferences.
• Reporting:
  • Use GReminders’ Usage Reports under Set Up to track events by Meeting Category, synced with Wealthbox data.
• Meeting App Integration:
  • Automatically include virtual meeting links in reminders for GReminders-scheduled events.