Hi Nikki! I'd agree with both Kevin and Theo above as solid options. Just expanding a bit on the above and with what you mentioned...We are big workflow fans ourselves as they help consistently act as the reminder/next call to action. If you can, I would take it one step further and use those email templates you have built (hopefully using the Broadcast Email fields to make it personable) and incorporate these tools. If you have your Advisor setup the email setting under Preferences then the process itself works quickly. While you cannot directly send an email out from within the workflow, the workflow assigns the task to the Advisor who can then go to the contact record, click on the email address, select the applicable template, then click send. Mark the task in the workflow complete, and get the added perk of the email saving as a note for historical purposes.

@Nikki Whittle There are notifications you can setup with GReminders when a call or meeting is initially scheduled, a follow-up after an appointment, a reminder, or if necessary, a reschedule/cancellation. If you have an appointment of some kind at the beginning or if there is a follow-up after the account is opened then this could potentially play a role. I am not sure this would really solve what you are looking for at first glance though.

Hi @Lauren Linn I’ve had many clients go through a very similar exercise, and what ultimately worked best was separating the purpose of the meeting from the delivery method. This is extremely important when it comes to integrations. We use GReminders as well and while we love the functionality, it does not have the capability to read what location the client picked and auto-update the Activity Type. So if you are using specifics like I listed below, I am assuming you’d have to manually updated after the booking makes it to your calendar. That is an extra step I don’t love for the human error factor alone. Instead of creating separate Activity Types for: - Review – Zoom - Review – Phone - Review – In Person - Initial Meeting– Zoom - Initial Meeting– Phoneetc. …we simplified our CRM structure so the Activity Type/Meeting Category reflects the purpose of the meeting, while the location/format is handled elsewhere. For example, our core meeting Types and categories are things like: - Prospect Meeting - Discovery Meeting - Client Review - Plan Delivery - Service Meeting - Annual Review - Internal Meeting Then we use: - the activity location field as this will populate from GReminders  - Zoom integration - color-coded calendars for the different types of meetings. That dramatically reduces the number of templates needed and makes scheduling much cleaner. One thing we learned is that meeting purpose tends to matter more for: - reporting, - workflows, - automation, - task sequences, - KPI tracking, - and historical notes. Whereas meeting location is more operational/day-of scheduling information. For advisor visibility, the location does show up on the Today page. In this perspective you can still at a glance quickly see where you would need to be. With GReminders specifically, fewer templates usually means fewer opportunities for scheduling errors. We moved toward a “minimum viable template” philosophy:

Hi @Sami O'Shaughnessy, I haven’t personally run into this exact issue, but this is usually tied to how Calendly is connected to Microsoft Outlook/Microsoft 365 at the Microsoft account level – NOT just inside Calendly itself. A few things I’ve seen cause this behavior: 1. Shared mailbox or delegated calendar permissions ** If your COO has “Editor,” “Delegate,” or “Full Access” permissions to another exec’s calendar, Calendly can sometimes grab the wrong mailbox during authorization. ** Especially common in environments where admins add shared mailboxes in Outlook desktop. 2. Microsoft cached identity/token issue ** Calendly may still be pulling an old Microsoft token tied to the colleague’s mailbox. ** Removing the Calendly account alone won’t revoke that token. 3. Wrong default calendar in Outlook ** Outlook can expose multiple calendars (especially if you have Retriever Cloud on for Redtail and shared this new calendar with others) ** Calendly may attach to whichever calendar Microsoft marks as “default” or first available. 4. Exchange alias / UPN mismatch ** If her login email differs from her Exchange mailbox or alias, Calendly can connect to the wrong mailbox object. What I would try next (in this order): 1. In Microsoft 365 Admin: ** Remove ALL delegated/shared calendar permissions temporarily. ** Especially “Full Access” and “Send on Behalf.” 2. Then revoke Calendly completely from Microsoft: ** Remove Calendly access entirely for her account. 3. In Outlook: ** Remove all shared calendars from her Outlook client temporarily. ** Confirm her own mailbox is the default calendar. 4. Then reconnect Calendly fresh: ** Use an incognito browser. ** Sign into ONLY her Microsoft account during OAuth. ** Make sure no other Microsoft sessions are active. 5. Also check inside Calendly: ** Event Types → Calendar Connections ** Verify which calendar is selected for: a. availability checks b. event creation One more thing: if your organization uses hybrid Exchange or multiple tenants, that can also create weird mailbox resolution behavior during OAuth.

Hi @Becky Adams! We currently do not have a shared email for any of our clients to reach out to, but we have several of our own clients who do this. For the most part it works really well in terms of being open with what requests are coming through. Pair that with activities and workflows in Redtail to claim ownership of who is tackling the tasks. Getting into minutiae here, I’ve had teams use flags to indicate when someone is read, and owning that email. I’ve had other teams go a little more drastic and do basically shifts of who is owning that email inbox and putting in the tasks into Redtail. How granular you get is really up to you, but this is where I’d stress to have a process, be clear in communication to the team, and stick with it. For workflows, another prime area of communication needs to happen. You can use Roles for both/either Advisors and CSA. The advisor role would be useful if you have multiple who have clear responsibilities associated with their client list. I am generally a bigger fan of either having designated team members for specific advisors and using the CSA role, or a leading ownership of specific tasks (RMDs, transfers, contact updates, etc.) If it is a genuine free for all, creating user could be the better fit as it allows you to change ownership based on who is launching it. So if the operation person varies, but the advisor for the client remains the same, you could have a workflow that has some tasks assigned to Roles and others assigned to creating users. Reminder a workflow doesn’t have to use the same assigned to for each task.

You're not alone—this is a common challenge many advisors face when trying to streamline suitability data management across platforms like Wealthbox and PreciseFP. Currently, Wealthbox doesn't natively support a seamless transfer of financial profile data (income, expenses, assets, liabilities) from PreciseFP. You're correct that this creates friction: either you maintain a parallel system in PreciseFP (which feels redundant) or manually input data into Wealthbox (which is time-consuming). Here are a few approaches I’ve seen others take (and some are things you’ve already mentioned): 1. Integration with a Financial Planning Tool Many advisors use a financial planning tool (think along the lines of RightCapital, eMoney, or MoneyGuidePro) which usually integrates with both PreciseFP and Wealthbox (either directly or through Zapier/third-party tools). These platforms are better suited for storing and updating financial profile data, and some allow you to generate periodic review reports or audit trails more easily than PreciseFP alone. 2. Zapier Automation (with limitations) Some have set up Zapier automations to at least flag Wealthbox contacts when PreciseFP submissions are updated. While this doesn't sync data fields directly, it can act as a prompt or workflow trigger to review or update suitability information manually when key data changes. 3. Google Sheets/Excel Spreadsheet as a Suitability Hub Though not ideal, storing suitability info in a structured Google Sheet or Excel spreadsheet linked from Wealthbox (via a custom field or note) is a low-tech but searchable and reportable solution. 4. Custom Fields in Wealthbox Some advisors are customizing Wealthbox contact fields (income, net worth, etc.) and using Custom Fields within the CRM for updates. While manual, this approach ensures all key client info is audit-ready within your primary system. Unfortunately, right now there isn't a perfect solution here where everything talks together without problems. It's a matter of what is going to be the easiest on you to maintain while still providing an easy report.