What Does This Article Help Solve?

Article Quick Links

What Do I Do If I Need to Prepare For an Upcoming Client Review?

How Do I Handle a Client Review in Redtail CRM?

Step 1 - Activity Types and Categories (Admins or Database Owner Only)

Step 2 - Add a Client Review Reminder to the Contact Record

Step 3 - Create an Activity Template

Step 4 - Build a Workflow

Step 5 - Create an Automation

Step 6 - Check Client Review Reminders Monthly

Step 7 - Bulk Actions

Step 8 - Keep Track of Upcoming Client Review Activities

Back to Top

What Do I Do If I Need to Prepare For an Upcoming Client Review?

Client Reviews are one of the few constants amongst financial professionals, and Redtail can help you execute them efficiently and consistently. Use the following playlist on tools and concepts to help you better understand how to tackle them in your office! Note that this is just one common way to manage client reviews within Redtail- many offices adapt the process to their own preferences by using a variation of features.

Please Note: The information included here assumes you have prior knowledge of how Redtail CRM and its functions are used. Links to details about each function are provided at the end of each step.

How Do I Handle a Client Review in Redtail CRM?

Before beginning, ensure that your admins or the database owner have activated the Redtail CRM Client Review feature. This involves associating specific Activity Types and Activity Categories as client review activities so the CRM links them to the appropriate sections. Review (Redtail) How-To and Overview: Client Reviews for information on how your admins or database owner starts the process.

Note to Admins/Database Owner: It is important to keep your team aware of which Activity Type and Activity Category combinations link to client reviews. Consider adding this information to your firm's style guide. See (Redtail) How to Handle - Style Guide for details on how to create a style guide.

How to Handle: Client Reviews [33:47]

Step 1 - Activity Types and Categories (Admins or Database Owner Only)

If the admins or database owner have not added Activity Type or Activity Categories related to client review activities to their database lists, they should handle this step immediately. Remember, your database list items are important for labeling activities, upcoming meetings, and providing detailed information about aspects of the CRM database.

• Admins or the database owner navigate to the Manage Database Lists section of the CRM and add Activity Types and Activity Categories for client review activities.
  • Activity Type Examples: Client Meeting, Client Face-to-Face, Client Review
    
    
  • Activity Category Examples: Client Review
    
    
• If the admins or database owner have not added the items to be associated with client review activities into the Manage Client Reviews section, do so now.
  
  
• In addition to the above being used with the Client Review function, Activity Types and Activity Categories are also used when creating automations for workflows.

Please review the following for more details about using these specific sections:

• (Redtail) Manage Your Account: Manage Database Lists
• (Redtail) Admin vs. Non-admin Database Users
• (Redtail) How-To and Overview: Client Reviews

Back to Top

Step 2 - Add a Client Review Reminder to the Contact Record

Create a cadence that dictates the general timeframe for a client review. Reminders don't act as the client review activity itself, but as a reminder for the user to begin setting you up. Reminders are “pre-activity” items. There are a few methods for adding a Next Review date:

1. While on a contact record's Overview Page, click the Next Review date (or the strike icon if no date is present), then add the First Review Date and any Recurrence.
   
   
2. While in a contact record's Overview Page, scroll down to the additional details box and select the "Client Review" tab. Click the "Edit" button, and add the First Review Date and any Recurrence.
   
   
3. While in a contact record, select "Client Reviews" from the Contact Overview Menu on the left side. Click the "Edit" button, and add the First Review Date and any Recurrence.
   
   
4. If your firm has already associated Activity Types and Activity Categories with the Client Review feature, then creating the client review activity adds a First Review Date and a Next Review Date if none have already been set for the contact record.

Please review the following for more details about using these specific sections:

• (Redtail) Contact Overview Page: Basic Information
• (Redtail) Contact Overview Page: Keywords, UDFs, and Know Your Client
• (Redtail) Contact Overview Menu: Client Reviews
• (Redtail) Contact Overview Page: Contact Card

Back to Top

Step 3 - Create an Activity Template

Add an activity template with the Activity Type and Activity Category that trigger the association with client reviews and the automation discussed in Step 5. As the client meetings are scheduled, use the activity template.

Please review the following for more details about using these specific sections:

• (Redtail) Manage Your Account: Activity Templates
• (Redtail) Sample Activity Templates
• (Redtail) Redtail Essentials: Manage Your Account [27:27]

Back to Top

Step 4 - Build a Workflow

Workflows help guide your office through all the preparation and follow-up tasks surrounding a client review. Redtail has provided a sample workflow below to manually add to your system, but you may also request that it be added to your database using the Template Library option in the Workflow Templates section of your CRM.

Please review the following for more details about using these specific sections:

• (Redtail) Workflow Series
• (Redtail) How do I set up Workflow Processes in Redtail?
• (Redtail) Sample Workflow Templates

Back to Top

Step 5 - Create an Automation

Automations use a trigger event in the CRM that automatically triggers an action. They're often used in tandem with activities and workflows. Using workflow templates like the one above and automations like the one below streamlines processes within the system and saves you time.

Please Note: Unlike the Workflow Templates section, the Automation Templates section does not provide an importable library of automation templates.

Please review the following for more details about using these specific sections:

• (Redtail) Manage Your Account: Automations
• (Redtail) Sample Automation Templates

Back to Top

Step 6 - Check Client Review Reminders Monthly

With meeting cadences, database list items, workflows, and automations handled, it's time to start preparing for the following month's client reviews.

• Around the 15th of the month, run a search or report for the following month’s reviews. Example: If it's January 15th, you'd run a search or report for client reviews happening in February.
  
  
• The Advanced Search tool in CRM's Contacts section lets you find all clients with client review reminders coming up.
  
  
• The Client Review Reminder Report in the CRM's Reports section shows all contacts in your database and their client review dates, which are filterable to segment the contact records you need to follow up on.

Best Practice: Consider creating a repeating activity to remind you to run a quicklist on the 15th of each month. A link to the quicklist may even be included in the activity description.

Please review the following for more details about using these specific sections:

• (Redtail) Advanced Search
• (Redtail) Advanced Search: AND vs OR
• (Redtail) Redtail Essentials: Advanced Search [24:33]
• (Redtail) Client Reviews Reminder Report
• (Redtail) How-to Create Saved Searches (Quicklists) for Repeated Use

Back to Top

Step 7 - Bulk Actions

Use Bulk Actions to add an activity to all the resulting contacts. Give the Activity a subject of "Reach out, Call, or Email…” to schedule the client review. Use the "Task" activity type instead of the one that triggers the automation. Please Note: This will add an activity for EACH contact in the resulting list. Use the activities as action items to reach out and schedule the review. The review would then be added as a NEW activity.         Please review the following for more details about using these specific sections: (Redtail) Advanced Search Contact Options (Redtail) How to Make Changes in Bulk in Your Database

Back to Top

Step 8 - Keep Track of Upcoming Client Review Activities

When Client Review Activities are scheduled, make a habit of checking for upcoming client review meetings.

• Use the Today Page  and the Client Reviews box on it to filter the calendar's upcoming client review activities for Today and up to 90 Days.
  
  
• Filter the Calendar section of the CRM to show activities marked as client reviews.
  
  
• Filter Reports for open activities or upcoming scheduled dates using the Activities By Contact or the Client Review Reminders Report.

Important Note: Our AI Client Review Prep tool generates a list of clients with upcoming reviews. Try using a prompt like, "Show all clients with a Client Review due in the next 30 days. Include client name, assigned advisor, review date, days until review, and contact information." For more information, review the Client Review AI Agent section in (Redtail) How-To and Overview: Client Reviews.

P.lease review the following for more details about using these specific sections:

• (Redtail) Using the 'Today' Overview Page
• (Redtail) Calendar
• (Redtail) Activities by Contact Report

Back to Top