Redtail Assistant is a conversational AI interface embedded in Redtail CRM that uses Quick Actions and natural language to view, create, and modify items across your database from one place. It surfaces in the Assistant section of the main (left-hand) navigation, so it is accessible at any time within the system.

The Assistant does not require separate activation and does not limit your ability to use the full functionality of Redtail CRM manually. It returns condensed, editable versions of CRM features (such as activities and reviews) that remain editable even after submitting. Review (Redtail) How-to and Overview: Redtail Assistant for more information.

Where It Lives

Select Assistant from the left-hand navigation menu. The Assistant is made up of two areas:

• Chat History Panel — select and view previous chat sessions, search conversations, and start a New Chat.
  
  
• Assistant Chat Window — add prompts, select Quick Actions, or ask for help using the Assistant.
  
  

Using the Assistant

There are two ways to prompt the Assistant:

• Quick Actions — one-click context buttons in the chat window that streamline common updates, such as activity and opportunity creation.
  
  
• Natural Language — typed prompts telling the Assistant what you want to see or do.
  
  

The Assistant analyzes the prompt, gathers information, and returns structured, actionable results. Some items (for example, scheduling an activity) return a context box for you to confirm or add detail before creation. For a list of available resources and operations, select the Help or Tool icon to open the "What Can I Help With?" window.

A recommended daily flow:

• Start of day — ask about upcoming activities or meetings, review contact records that need attention, and check contacts created the previous day.
  
  
• During the day — request meeting prep for upcoming meetings, and collect lists of people using the View/Edit Query button to open an Advanced Search results page with parameters pre-filled (save QuickLists if needed).
  
  
• End of day — summarize the day's meetings and create any notes or future activities.
  
  

Important Notes

• The Assistant works only with data stored in Redtail — it does not access systems outside of Redtail CRM.
  
  
• Keep natural-language prompts simple, conversational, and actionable (e.g., "Make a note for John Smith," "Show me upcoming activities for tomorrow," "Begin meeting prep for Jane Doe").
  
  
• Have an idea of what you want to accomplish beforehand — the Assistant touches many points in the database (contacts, activities, notes), so a clear goal speeds up the work.
  
  
• Items the Assistant returns (such as activities, meeting prep, and summaries) are editable after submitting. Verify key figures before sharing with a client.
  
  
• If you are unsure of your limits, ask "How do I use the assistant?" or open the "What Can I Help With?" window from the Help or Tool icon.

Review Prep generates a structured meeting prep summary directly on a client review activity record in Redtail. It pulls from recent activities, notes, contact profile, and linked accounts — then prepends the summary to the activity's Description field in one click.

The agent only appears on activities your firm has already flagged as client reviews in Client Review Management. No separate activation is required; it inherits your firm's existing configuration.

Setup (Firm Admin)

If your firm has not yet configured Client Review Management, complete this step first. The AI Summary panel does not appear until at least one Activity Type or Category is linked.

• Navigate to Manage Your Account → Manage Client Review.
  
  
• Under Activity Type Links, select at least one type (e.g., Phone Call, Meeting, Appointment).
  
  
• Under Activity Category Links, select at least one category (e.g., Client Review, Annual Review, Quarterly Review).
  
  
• Click Save Preferences. Changes take effect immediately.
  
  
• Open any qualifying activity to verify the AI Summary panel appears in the upper right column.
  
  

Generating a Summary

• Open a qualifying client review activity. The AI Summary panel appears in the upper right with a blue Generate Summary button.
  
  
• Click Generate Summary. The agent pulls context from the linked contact record. Most summaries return within a few seconds.
  
  
• When complete, the summary is prepended to the Description field and a green confirmation appears in the panel.
  
  
• Edit the summary inline, leave it as-is, or delete it by selecting the text in the rich-text editor. Clicking Generate Summary again prepends a fresh summary above existing content — manual edits below are preserved.
  
  

Important Notes

• The summary reflects only data logged in Redtail — activities or notes never recorded are not visible to the agent.
  
  
• The agent does not access systems outside of Redtail (no portfolio system, email client, or external calendar).
  
  
• Summaries are point-in-time. Regenerate if the contact record changes after initial generation.
  
  
• Verify numeric figures (account values, ages, profile percentages) against the source before repeating them to a client.

Workflow Builder turns a plain-language description (for example, "I want to create a workflow to open a new account for a client") into a structured Redtail workflow draft — Workflow Details plus ordered Steps with Tasks, assigned roles, due offsets, and an inline tip per step.

The agent surfaces inline at the existing Add Workflow Template form and the step/task detail editor. Output maps one-to-one to those fields, so the draft is editable like any other workflow.

Building a Workflow

• Navigate to Workflows and click to begin a New Workflow
  
  
• Describe the workflow in plain language. 
  
  

• Select Create to publish the template to the firm's library. The agent never auto-publishes.

Important Notes

• Assigned roles come from the firm role catalog (advisor, ops, assistant, paraplanner, compliance). The agent does not invent generic labels.
  
  
• Every generated step includes at least one task — Redtail rejects a step with zero tasks.
  
  
• Inline tips next to each step explain why the step exists and what tends to go wrong. Tips are advisory, never blocking, and always editable.
  
  
• Regulated drafts flagged as review required save in Under Construction status and route to a firm admin before becoming available to the broader firm only when the user clicks Create as a Template.

Contact Import reads an uploaded spreadsheet or CSV file and extracts the rows into structured Redtail contacts. It maps each row to standard contact fields — such as name, salutation, job title, date of birth, email, phone, address, and referred by — so a file of raw records becomes usable contact data without manual field-by-field entry.

The agent processes the file in batches and reports progress as it works, so you see the file name, total rows, number of records extracted, elapsed time, and the current batch in real time.

Where It Lives

1. Contacts
2. New Contact
3. Bulk Upload

Importing Contacts

• Open the import from Contacts and select the file to upload (a spreadsheet or CSV file of contact records).
  
  
• The agent reads the file and begins extracting contacts. The Contact Import Results screen shows the file name, total Rows, number Extracted, elapsed Time, and the current Batch (for example, Batch 3/6).
  
  
• A progress bar tracks processing, and extracted records populate a paginated table as each batch completes.
  
  
• When the status changes to Complete, review the extracted contacts in the results table.
  
  
• Select Back To Contacts to return to your contact list.
  
  

Important Notes

• The agent extracts standard contact fields (name, salutation, job title, date of birth, gender, referred by, tax identifier, email, phone, and address). Fields it cannot match from the file are left blank.
  
  
• Processing runs in batches, so larger files take longer — the demo file of 60 records completed in a little over two minutes.
  
  
• The uploaded file is processed within Redtail CRM — the agent does not access systems outside of Redtail.
  
  
• Review the extracted records for accuracy before relying on them. Verify names, dates of birth, tax identifiers, and contact details against the source file, since formatting in the original file affects how cleanly each row maps.

Smart Search turns a plain-language description of who you want to find (for example, "Find me all contacts that live in Illinois and have assets under 500,000") into populated Advanced Search filters — the same Type, Field, Operand, and Value rows you build by hand. It maps your request to standard search criteria, so the result stays fully editable like any other Advanced Search.

The agent surfaces inline on the Advanced Search tab in Contacts. It does not require separate activation, and it never runs the search for you — it fills in the filters and leaves the final Run to you.

Where It Lives

From Contacts, select the Advanced Search tab. The AI Assistant button (marked BETA) sits to the right of the Run and Save buttons in the search builder. Select it to open the agent.

Building a Search

• Select the AI Assistant button to open the Describe Who You Want To Find window.
  
  
• Type a plain-language description of the contacts you want, or select one of the example prompts (such as "clients in California over $1M," "birthdays this month," or "not contacted in 90 days").
  
  
• Select Build My Search. The agent interprets the request and populates the standard filter rows — for example, Address → State → Equal To → IL and Account → Portfolio Balance → Less Than → 500000.
  
  
• A confirmation banner summarizes what the agent built (for example, "Built 1 filter: contacts in Illinois with portfolio balance under $500,000").
  
  
• Review the populated filters, adjust any row by hand if needed, then select Run to return results.
  
  

Refining a Search

 Use in the results to adjust an existing build in plain language instead of starting over.

• Select Refine Search to open the Refine Your Search window.
  
  
• Describe the change in plain language (for example, "Instead of Illinois, I want California").
  
  
• Select Refine Search. The agent updates the affected filter and leaves the rest in place — a banner confirms the change (for example, "Updated state to California; searching for contacts in CA with portfolio balance less than $500K").
  
  
• Review the updated filters and select Run.
  
  

Important Notes

• The agent works only with data stored in Redtail — it does not access systems outside of Redtail CRM.
  
  
• The agent fills in filters but does not run the search. Review the filters and select Run when they match your intent.
  
  
• Output maps to the standard Type, Field, Operand, and Value rows and stays fully editable — edit a value, delete a row, add a row, or toggle AND/OR just as you would in a manual Advanced Search.
  
  
• Use Refine Search to adjust an existing build in plain language rather than rebuilding from scratch.
  
  
• Keep descriptions specific — include locations, asset thresholds, dates, or categories — so the agent maps your request to the right filters.
  
  
• Verify filters before running, especially numeric thresholds (asset values, days, dates), to confirm the search returns the contacts you expect.