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 Operations 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).
   • If a client books an appointment using the same template assigned to the bulk send, the system will automatically look for any of the same appointment types booked out 90 days. If found, the system will automatically remove them from the bulk send to prevent redundant messaging.
   • Please note that clients must book through your GReminders Templates for this automatic removal logic to trigger.
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).
   • You can now streamline communications for families and partners. When setting up your automation, you have the option to CC other household members (such as a spouse) on the same bulk send, ensuring everyone stays in the loop with a single workflow.
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.