Using the GReminders Integration

Learning Team

Overview

The GReminders integration connects your calendar and Practifi to automate your meeting lifecycle. Clients book meetings through online scheduling links, and GReminders sends automated reminders via SMS, email, or voice to reduce no-shows. The optional AI Notetaker records and summarizes meetings, and configured workflows automatically trigger follow-up actions in Practifi. When a client books through GReminders, the system creates Events in Practifi with the appropriate Event Type, can create new Contact and Entity records, and can automatically create Opportunities.

This article covers how the integration works in your daily advisory workflow, including how client bookings appear in Practifi, how automated features like reminders and AI Notetaker function, and how to use the data GReminders creates. For details on setting up the integration, see our article on Enabling the GReminders Integration.

Understanding How the Integration Works
How Clients Book Meetings
Automated Reminders
AI Notetaker and Pre-Meeting Briefs
Viewing Events and Workflow Automation
Frequently Asked Questions

Understanding How the Integration Works

GReminders connects your calendar (Google Calendar or Outlook Calendar via Office 365) to Practifi. Data flows between the two systems in both directions:

GReminders to Practifi:

New Events with Practifi Event Types
New Contacts and Entities (when not found in Practifi)
AI Notetaker summaries (to Notes, Event, or Chatter Feed)
Opportunities created after bookings
Workflow triggers

Practifi to GReminders:

Content Notes (for pre-meeting briefs)
Chatter Feed posts (for pre-meeting briefs)
Event descriptions (for pre-meeting briefs)
Meeting Types (nightly sync with Practifi Event Types)

GReminders also syncs Meeting Types with Practifi Event Types on a nightly basis, keeping the two systems aligned.

How Clients Book Meetings

Your firm shares a scheduling link with clients via email or your website. When a client clicks the link, they see available time slots and select a time to book. GReminders confirms the booking, adds the meeting to your calendar, and creates an Event in Practifi with the appropriate Event Type. The client receives a confirmation, and automated reminders are sent before the appointment.

GReminders supports team scheduling (so clients can choose which advisor to meet with) and recurring appointments.

New Contacts and Entities: If a prospective client books a meeting and is not found in Practifi, GReminders can automatically create a new Contact and/or a new Entity in Practifi. The Event is then associated with the new Contact or Entity record. Contact information is populated based on the booking data.

Automated Reminders

Once a client books a meeting, GReminders sends automated reminders at configured intervals before the appointment. Reminders can be sent via:

SMS
Email
Voice

The reminder system operates in the background and requires no action from you. Automated reminders significantly reduce no-show rates, which means fewer missed meetings and less time spent on manual follow-up.

AI Notetaker and Pre-Meeting Briefs

AI Notetaker

If enabled, the AI Notetaker records your meetings, transcribes the conversation, generates a summary, and extracts action items. After the meeting, the AI-generated summary is automatically logged to Practifi. Depending on your configuration, the summary may appear as:

A Note record
On the Event record
In the Chatter Feed

The AI Notetaker can also be configured to send automatic follow-up emails after meetings.

AI Notetaker Pricing:

$2.50 per recorded hour, OR
$99/user/month for unlimited recording

Pre-Meeting Briefs

Before each meeting, GReminders can assemble a pre-meeting brief by pulling data from Practifi. The brief draws from three sources:

Content Notes
Chatter Feed posts
Event Descriptions

This provides context for preparing talking points without manually searching through Practifi records. The more current your Practifi data is, the more useful the brief will be.

Viewing Events and Workflow Automation

Every booking created through GReminders appears as an Event in Practifi. The Event is assigned a Practifi Event Type based on the GReminders meeting type. If AI Notetaker is enabled, the AI-generated summary and action items are also logged to the Event record (or to Notes or Chatter Feed, depending on configuration).

GReminders does not install Lightning components or modify page layouts in Practifi. The integration creates records and logs data to existing Practifi objects.

When GReminders creates an Event with a specific Event Type, any Process Flows configured for that Event Type trigger automatically. Examples of automated workflows include:

Annual review cycle workflows
Onboarding workflows
Follow-up task creation
Document preparation workflows

You do not need to trigger these manually. If configured, GReminders can automatically create an Opportunity in Practifi when meetings are booked. Opportunity fields are customizable, including:

Opportunity Type
Opportunity Source
Opportunity Stage

Frequently Asked Questions

A workflow didn't trigger after a meeting was booked. Why? Check the Event Type on the Event record. If it is incorrect, the workflow conditions may not have been met. If the Event Type is correct and the workflow still did not fire, contact your admin to verify that the workflow is active and configured for that Event Type.

Who do I contact for support with the GReminders integration? Practifi does not manage this integration. For configuration issues, onboarding assistance, troubleshooting, or general support questions, contact GReminders support directly at support@greminders.com. GReminders offers 1:1 dedicated onboarding to help with setup. For questions about the GReminders integration for clients or prospects, or for partnership coordination, contact practifiintegrations@practifi.com.

What calendars does GReminders support? GReminders integrates with Google Calendar and Outlook Calendar (Office 365).

How much does GReminders cost? The base subscription starts at $99/month, which includes 3 users. Additional users start at $33/month per user. Both month-to-month and annual contract options are available. Self-service license additions are also available. Enterprise pricing is available for firms with specific requirements. Contact the GReminders team for details.