Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at some point.

This one will focus on best practices in Redtail CRM in terms of dealing with employee departure. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs in some cases to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. To remove access from an ex-employee, change the password and email associated with the Redtail user account.

How do I change my Redtail CRM password?
Navigation, Users & Teams Video

2. Reassign or delete activities in bulk from the Today page.

How do I reassign Activities from one database user to another?
Redtail Essentials: Activities Video

3. Remove or replace the departed employee from any teams they were on.

Manage Your Account: Manage Database Users & Teams
Navigation, Users & Teams Video

4. Re-assign open workflow tasks to other users.

Workflow Task Report

5. Re-assign tasks in workflow templates to other users.

How do I set up Workflow Processes in Redtail?
Workflow Video Series

6. Once you feel comfortable that a full transition has taken place, fully disable the user.

How do I terminate an employee’s access to my database?
Navigation, Users & Teams Video

7. Update the Team Notices with any notifications or messages to the office regarding the employee’s departure.

Today — Team Notices
Redtail Essentials: Manage Your Account Video

8. Use a Note Template to record the employee’s exit interview.

Manage Your Account: Note Templates
Sample Note Templates
Redtail Essentials: Manage Your Account Video

9. Create a Workflow to ensure consistency in this process in the future.

Workflows
Workflow Video Series

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at some point.

This one will focus on best practices in Redtail CRM in terms of dealing with a client’s death. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs in some cases to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Create a Contact Status of “Deceased” in your database.

Database Lists
Database Lists and the Contact Record Video

2. When a client passes away, change their Status from whatever it currently is to “Deceased”.

Contact Details
Redtail Essentials: Contact Record Video

3. Fill out the “Date of Death” field on the client’s contact record. This will ensure that the contact is removed from the birthday reminders and various reports within the database.

Contact Details
Redtail Essentials: Contact Record Video

When you add a Date of Death for a contact, moving forward you’ll see a red banner at the top of the contact record to indicate they are deceased:

4. Update the spouse’s record to designate them as the new head of household (if applicable)

How Do I Change Family Heads
Redtail Essentials: Relationships

5. Adjust the Family Name to reflect the new household arrangement (if applicable).

How Do I Change Family Heads
Redtail Essentials: Relationships

6. Remove the Client Review Date from the deceased client’s record. If the client’s spouse is an Active Client as well, add date to new head of household’s contact record.

Client Review
Client Reviews Reminder Report

7. Add a Note to the deceased contact’s record, indicating all changes. There are three options on how to handle these notes:

Notes
Redtail Essentials: Notes Video

A. Copy to another contact record.

B. Move to another contact record.

C. Add a note to the deceased contact record with a hyperlink.

* The method you choose is entirely up to you and your fellow database users. Copying the notes is the Redtail Trainer recommended method as it keeps the notes available on both contact records. If you prefer to keep everything on one centralized contact record, consider the move notes method. Lastly, if you find yourself needing to copy or move a high volume of notes, the hyperlink method saves lots of clicks and allows you to view those notes on an as-needed basis only.

8. Check open activities on the deceased contact record.

Contact Overview Activities
Activities by Contact Report

9. Add a membership option for ‘Deceased Husband/Wife/Spouse’.

Membership Options
Redtail Essentials: Relationships

10. Remove the deceased from the family, and add memberships between the deceased and living relatives. This will allow for the relationship to be tracked without infringing on the tax definition of family.

Family Relationships
Redtail Essentials: Relationships Video
Memberships

11. Create a Workflow that breaks down the deceased client planning process step-by-step.

Workflows
Workflow Video Series

12. Add an Automation that starts a workflow when a client’s status is changed to “Deceased”.

Automations
Redtail Essentials: Automations Video

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at some point.

This one will focus on how you can use Redtail CRM to assist with onboarding new employees and getting them up-to-speed in terms of their Redtail usage. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs in some cases to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Add the new employee as a User to your Redtail database.

How can I add database users?
Database Lists and the Contact Record Video

2. Assign the new employee Redtail’s “Getting Started” video tutorials.

“Getting Started” video tutorials

3. Our helpdesk can teach your new employee how to use Redtail. Your style guide is what teaches them how to use it in your business. Take a few minutes to review the Style Guide with your new employee.

Style Guide

4. Update Team Notices to introduce the new employee to everyone in your database.

Team Notices
Redtail Essentials: Manage Your Account Video

5. Help the new employee set their preferred calendar start time and other preferences.

Preferences
Redtail Essentials: Manage Your Account Video

6. Open a “New Employee Workflow” to begin handling the administrative tasks needed to get your employee on board. Check out the example that follows.

Workflows
Workflow Video Series

7. Teach your new employee how to manage contacts in Redtail CRM by having them add themselves a contact record. Challenge them to add their spouse and family (if applicable).

How do I add a new Contact Record?
Redtail Essentials: Contact Record Video

8. Have them add their emergency contact information to the important information field.

Important Information
Redtail Essentials: Contact Record Video

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at one point or another.

This one will focus on how you can use Redtail CRM to assist with your prospecting efforts. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs in some cases to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Define your sales process. Who is a Lead vs. Prospect? Use Statuses and Categories to define where a contact is within your sales cycle. Add the new Statuses and Categories to your database.

Database Lists
Database Lists and the Contact Record Video

2. Where do new business opportunities come from? (e.g., CPA Referrals, Retirement Planning Seminar, LinkedIn). Add these to the database Source list.

Database Lists
Database Lists and the Contact Record Video

3. Whiteboard with your team how prospects and leads should be reached out to. Create a workflow in Redtail with an ideal prospecting process. Check out the included example for a good starting point.

Workflows
Workflow Video Series

4. Determine changes in the database that should initiate prospecting workflows. Add automations that link workflows based on contacts or activities being added, or contact status changing.

Automations
Redtail Essentials: Automations Video

5. Open Opportunities based on prospects being qualified. Redtail recommends only opening an opportunity once there is an amount determined that the office will gain from the relationship.

Opportunity Tracker
Redtail Essentials: Opportunities Video

6. Report on opportunities and prospects.

Redtail Essentials: Reports Video

a. Opportunities by Stage Report

Opportunities by Stage Report
Redtail Essentials: Opportunities Video

b. Workflow Task Report

 Workflow Task Report
Redtail Essentials: Workflows Video

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at one point or another.

This one will focus on how you can use multiple rep codes within Redtail CRM to track client activities, etc. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs in some cases to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Create Servicing and Writing Advisors for all Advisors in the database.

How do I add new Servicing Advisors to my database?
Database Lists and the Contact Record Video

2. Add the appropriate Servicing or Writing Advisor to client contact records.

Change the Servicing Advisor for contact records in bulk
Redtail Essentials: Contact Record Video

3. If there is more than a two-advisor split on contact records, add Keywords for each advisor instead of, or in addition to, Servicing/Writing Advisor.

Assign Keywords to your contacts in bulk
Redtail Essentials: Contact Record Video

4. Add a User Defined Field for “Rep Code” as a “list of values” type of UDF. Add the various rep codes as value choices within the UDF.

How do I add new User Defined Fields to my database?
Apply a User Defined Field and Value to your contact records in bulk
Redtail Essentials: Contact Record Video

5. Use the Advanced Search to find contacts that have the same Servicing Advisor, Writing Advisor, or Keyword of the advisor’s names.

Advanced Search in Redtail
Redtail Essentials: Advanced Search Video

6. View clients with a specific rep code UDF through the Contact User Defined Fields Report.

Contact User Defined Fields Report
Redtail Essentials: Reports Video

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at one point or another.

This one will focus on how you can use Redtail CRM to track and reward client loyalty. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Populate the ‘Client Since’ field, Marital Anniversary Date, and DOB for each of your Active Clients.

Contact Details
Redtail Essentials: Contact Record Video

2. Record client hobbies, interests, beliefs, or priorities in the ‘Personal Interests’.

Know Your Client: Personal Interests
How Do I Add New Personal Interests To My Database?

3. Use the Reminder reports to find Marital, Birthday, or Client Since milestones.

a. Marital Anniversaries:

Wedding Anniversaries Reminder Report

b. Birthdays:

Birthday Reminders Report

c. Client Anniversaries:

Client-Since Anniversaries Report

4. Create and upload Mail Merge templates for Birthday cards, Anniversary Cards, Client Anniversary cards, etc.:

How Do I Create And Upload A Mail Merge Template For Use With Redtail?
Redtail Essentials: Mail Merge Video
Mail Merge Fields
Sample Mail Merge Letter Templates

5. Send cards to contacts celebrating anniversaries.

How Do I Create Mailing Labels Or Envelopes In Redtail?
How Do I Run Mail Merges In Redtail?
Redtail Essentials: Mail Merge Video

6. Record the gift, event, and date sent as a note in the contact record.

Notes
Redtail Essentials: Notes Video

*BONUS: Here are some recommended occasions and ways to show client appreciation:

Result:

Download a PDF version of these instructions below.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!

Redtail’s Training Team puts together these “How to Handle” posts in order to make you aware of some of the ways you might use Redtail CRM to assist with processes, events, etc., that are likely to come up for most offices at one point or another.

This one will focus on how you can use Redtail CRM to make the process of dealing with your clients’ RMDs more streamlined. For each step in the directions, we’ll provide relevant links from our helpdesk as well as images or gifs to give you a better idea of what the process looks like within Redtail.

Observation:

Directions:

1. Create a Keyword in your database titled “Inherited IRA”.

Database Lists
Database Lists and the Contact Record Video

2. Create a User Defined Field “RMD Taken 20XX” with the text type of Yes or No, where XX is the year you wish to track RMDs (example: RMD Taken 2020).

How do I add new User Defined Fields to my database?
Database Lists
Database Lists and the Contact Record Video

3. Assign this Keyword and User Defined Field throughout the database to contacts that may be eligible for an RMD.

a.Contacts who are over 72 or turning 72 in the current calendar year:

Set the initial value as “No”. This will be done at the beginning of each year and change to “YES” as RMDs are taken by the individual contacts.

Apply a User Defined Field and Value to your contact records in bulk
Redtail Essentials: Contact Record Video

b. Contacts with Inherited IRAs:

Add the Keyword “Inherited IRA” to all clients who have a tax-qualified account and are not over the age of 72. Add this task to any workflow process where accounts are opened or moved under management

Set the initial value as “No”. This will be done at the beginning of each year and change to “YES” as RMDs are taken by the individual contacts.

Assign Keywords to your contacts in bulk
Redtail Essentials: Contact Record Video

4. Run a comprehensive RMD report throughout the year to see who has completed/not completed the requirement.

Contact User Defined Fields Report
Redtail Essentials: Reports Video

5. The RMD reports within Redtail will look for all contacts that are 72 or turning 72 in the current calendar year. Use the Advanced Search to find contacts turning 72 in future calendar years.

Advanced Search in Redtail
Redtail Essentials: Advanced Search Video

Result:

Download a PDF version of these instructions below that includes an example of an RMD process workflow you can set up for your database to use.

As always, if you have any questions you can reach out to our team at support@redtailtechnology.com or 800.206.5030. We are always happy to help you understand any aspect of Redtail CRM better so that you can better put it to use in your business!