Enabling the GReminders Integration

Please note: This content is intended for Practifi System Administrators and is technical. The steps described in this article may not be completed without System Administrator permissions. Please discuss your integration installation plans with your Practifi Customer Support Team for their assistance.

Overview

GReminders is an AI-powered scheduling and meeting automation platform designed specifically for financial advisors. It streamlines meeting management, automates administrative tasks, and enables advisors to spend more time serving clients and less time on calendar and logistics management. GReminders integrates with Practifi and your preferred calendar system (Google Calendar or Outlook/Office 365) to create a unified hub for advisor productivity.

When enabled, the GReminders integration with Practifi can automatically create or update client records in Practifi based on scheduled meetings, log meeting events and AI-generated notes directly to Practifi records, trigger Practifi workflows based on meeting activity, create opportunities after bookings, and provide pre-meeting briefs populated with client data from Practifi, keeping client activity captured in both systems without manual handoffs.

This guide explains what the GReminders integration does, your role as an administrator during setup, the decisions you will need to make before onboarding begins, and how to verify that the integration is working correctly once deployed. For more information on how advisors use GReminders once it is enabled, see the Using the GReminders Integration article.

• Overview
• Integration Architecture
• Prerequisites
• Getting Started
• Configuration Decisions
• AI Notetaker Considerations
• Verifying the Integration
• Ongoing Management
• Troubleshooting
• Security and Data Privacy

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Integration Architecture

GReminders is an integration partner that connects to both Practifi and your calendar platform simultaneously. The integration uses OAuth authentication to establish a secure data connection. GReminders comes with a pre-built integration template optimized for Practifi's data model, so custom development is not required.

Understanding the Data Flow

Data flows between Practifi and GReminders, with each system contributing different types of information.

GReminders → Practifi:

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

Practifi → 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)

Key Integration Capabilities

The GReminders integration provides the following capabilities within Practifi:

• Event Type Mapping: Booking meetings via GReminders creates a new Event with a Practifi Event Type. GReminders syncs its Meeting Types with Practifi Event Types nightly, ensuring advisors always see the most current list when scheduling.
• Auto-Creation of Records: GReminders can automatically create Contact, Entity, and Opportunity records in Practifi for new clients mentioned in scheduled meetings, eliminating duplicate data entry.
• Process Flow Triggers: GReminders meeting activity can launch Practifi Process Flows after a meeting is booked, enabling automated follow-up actions based on event types or booking completion.
• AI Notetaker Output: If your organization has enabled the AI Notetaker add-on, meeting summaries, transcriptions, and action items are automatically logged to Practifi as Notes, Event records, or Chatter Feed posts.
• Pre-Meeting Briefs: GReminders generates pre-meeting briefs for advisors by pulling data from Content Notes, Chatter Feed posts, and Event descriptions in Practifi, enabling them to prepare quickly before client calls.
• Online Scheduling: Advisors can use GReminders' online scheduling feature to let clients book meetings directly, with meetings automatically synced back to Practifi.
• Automated Reminders: GReminders sends SMS, email, and voice reminders to advisors and clients for scheduled meetings.
• Team Scheduling: GReminders can coordinate scheduling among multiple advisors to find available times that work for everyone.
• AI Assistant: GReminders includes an AI Assistant that enhances advisor productivity with AI-powered capabilities.

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Prerequisites

Before you can begin the GReminders onboarding process, the following requirements must be in place:

Requirement	Details	How to Verify
Active GReminders Subscription	Your organization must have a current GReminders subscription (starting at $99/month, which includes 3 users; additional users start at $33/month per user). Contact your GReminders account manager or check your GReminders admin portal to confirm your subscription status and the number of licensed users. Month-to-month and annual contract options are available.	Contact [e-mail] or start a free trial via the GReminders website. Once you have started a subscription, contact your GReminders account manager or check your GReminders admin portal to confirm your subscription status and the number of licensed users.
Calendar System	Each advisor using GReminders must have an active Google Calendar or Outlook/Office 365 calendar account. GReminders requires calendar access to synchronize meetings with Practifi.	Confirm that each advisor who will use GReminders has a functional calendar account and can access it.
Practifi CRM Access	Your Practifi instance must be active and accessible. At least one System Administrator must have access to your Practifi instance to authorize OAuth connections and verify the integration after setup.	Log in to your Practifi instance and verify that you can access standard objects like Contacts, Accounts, and Events.

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Getting Started

GReminders is a vendor-managed integration. You do not install it yourself through an app store or marketplace. Instead, the GReminders team handles the technical configuration during a 1:1 onboarding engagement. Your role as an administrator is to initiate the contact, provide configuration information, and authorize OAuth access.

Step One: Contact GReminders Sales

To request GReminders integration with your Practifi instance, reach out to the GReminders sales team at [[e-mail]](mailto:[e-mail]). Include the following information in your initial email:

• Your organization name.
• Your Practifi instance URL (e.g., [practifi.my.salesforce.com](http://practifi.my.salesforce.com)).
• Your GReminders subscription details (number of licensed users, any add-ons you have purchased).
• A brief description of your goals with the integration (e.g., “We want to log meetings to Practifi and generate AI meeting summaries automatically”).
• Preferred timeline for onboarding.

Please note: When scheduling with GReminders, copy [e-mail] on the email. This ensures that Practifi is aware of your integration request and can provide support if needed.

Step Two: Schedule 1:1 Onboarding With GReminders

The GReminders sales team will respond and schedule an initial consultation call with you and a GReminders onboarding specialist. During this call, the team will:

• Confirm your GReminders subscription and feature entitlements.
• Understand your use case and integration goals.
• Review the prerequisites outlined above.
• Discuss configuration decisions.
• Explain the onboarding timeline and next steps.

Step Three: Complete Onboarding

The GReminders team and your organization complete GReminders onboarding. The time required for onboarding will vary based on complexity. Onboarding with the GReminders team includes:

• Integration setup
• Calendar connection (Google Calendar or Outlook Calendar)
• Practifi CRM connection.
• Mapping configuration.
• Workflow setup. 
• Training on GReminders features. 

If you require assistance during your onboarding process, contact GReminders support at [e-mail].

Step Four: Authorize OAuth During Onboarding

At some point during the onboarding process, the GReminders team will ask you to authorize OAuth access. This allows GReminders to securely connect to your Practifi instance without storing your password. A GReminders representative will send you an OAuth authorization link. Click the link and log in with your Practifi System Administrator credentials. You will be presented with a permission screen asking you to grant GReminders access to your Practifi data. Review the permissions and click to authorize. The OAuth connection is now established.

Please note: OAuth authorization is secure and industry-standard. GReminders can only access the specific Practifi data that you authorize, and you can revoke access at any time.

Step Five: Onboarding Completion and Testing

Once the configuration and OAuth authorization are complete, the GReminders team will test the integration to verify it is working correctly. They will test:

• Meeting creation and Event Type mapping
• Contact and Entity auto-creation
• Opportunity auto-creation (if enabled)
• AI Notetaker output (if enabled)
• Workflow triggers
• Pre-meeting brief generation

You may be asked to participate in testing with a sample advisor account and calendar to verify end-to-end functionality. The GReminders team will notify you when the integration is ready for your advisors to use in production.

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Configuration Decisions

Before onboarding begins, you should decide on the following configuration options. The GReminders team will use these decisions to configure the integration during setup.

Configuration Option	Choices	Considerations
Contact Auto-Creation	Enabled or Disabled	If enabled, GReminders will automatically create Contact and Entity records in Practifi for new people mentioned in advisor calendars. This reduces manual data entry but requires you to define mapping rules for creating new contacts (e.g., which fields are required, which are optional, and how to assign the Contact to an Account).
Opportunity Auto-Creation	Enabled or Disabled	If enabled, GReminders will create Opportunity records for new client meetings. Opportunity fields can be customized, including Opportunity Type, Source, and Stage. This is useful if your firm tracks the revenue pipeline through Opportunities.
AI Notetaker Output Destination	Note Object, Event Record, or Chatter Feed (only if the AI Notetaker add-on is enabled)	If you are using the AI Notetaker feature, choose where to log meeting summaries and transcriptions. Notes are stored on Contact/Account records, Event records store them with the meeting itself, and Chatter Feed posts them for team visibility. You can choose one or multiple destinations.
Event Type Mapping	Map each GReminders meeting type to a Practifi Event Type	Define how GReminders should categorize meetings. Example: Discovery Calls in GReminders map to the Client Meeting Event Type in Practifi. Having clear mapping ensures your meeting data is properly categorized for reporting and workflow purposes.
Workflow Triggers	Enable or specify workflows to trigger on GReminders events	If your firm uses Practifi Process Flows, you can configure GReminders to launch flows when certain meeting activities occur (e.g., after a meeting is booked, or based on Event Type). This requires that you provide the GReminders team with a list of workflows you want to trigger and the conditions that should trigger them.
Nightly Data Sync	Enable or Disable	GReminders syncs your Practifi Event Types to its platform nightly, so advisors see the most up-to-date list when scheduling. This is typically left enabled. Disabling it means Event Type updates will not sync until the next time an advisor manually refreshes their GReminders settings.
Automatic Follow-Up Emails	Enable or Disable (AI Notetaker add-on required)	If enabled, GReminders can automatically send follow-up emails after meetings based on your configured preferences.

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AI Notetaker Considerations

The AI Notetaker is an optional add-on feature that automatically records, transcribes, and summarizes advisor-client calls. If you are considering enabling this feature, review the following:

Pricing

The AI Notetaker pricing model offers two options:

• Pay-Per-Use: starting at $2.50 per hour of recorded meetings. You only pay for meetings that are actually recorded.
• Unlimited Subscription: starting at $99 per user per month for unlimited recording and transcription.

Consider your usage patterns when deciding between these pricing tiers. The pay-per-use model works well for firms with occasional recorded calls, while the unlimited subscription is more cost-effective for firms that record most calls.

Features

When enabled, the AI Notetaker provides the following capabilities:

• Call Recording: Advisors can start recording a call with a single click. 
• Transcription: The entire call is automatically transcribed. 
• Meeting Summaries: AI-generated summaries capture the key discussion points. 
• Action Items: The AI identifies and lists action items from the call. 
• Pre-Meeting Briefs: GReminders generates briefs populated with data from Content Notes, Chatter Feed posts, and Event descriptions in Practifi so advisors can prepare before calls. 
• Automatic Follow-Up Emails: GReminders can automatically send follow-up emails after meetings based on your configured preferences.

Data Logging Options

AI Notetaker output can be logged to Practifi in three ways:

• Note Object: Summaries are stored as Note records attached to the Contact or Account. This keeps meeting notes organized with client records.
• Event Record: The summary is saved in the description field of the Event record, so the note is always associated with the specific meeting.
• Chatter Feed: Meeting summaries are posted to the Chatter feed, making them visible to your entire team in real time.

Compliance and Recording Laws

Before enabling call recording, ensure your firm complies with recording-consent laws in your jurisdiction. Some jurisdictions require that all parties to a call consent to recording (two-party consent), while others require only one party's consent (one-party consent). GReminders provides recording controls, but your firm is responsible for ensuring legal compliance. If you are unsure about the recording laws in your area, consult your legal or compliance team before enabling this feature.

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Verifying the Integration

Once the GReminders team has completed setup and indicated that the integration is ready for production use, perform the following verification checks to confirm the integration is functioning end-to-end before advisors begin using it day-to-day:

Test Meeting Creation

1. Ask one of your advisors to schedule a test meeting in their GReminders calendar for a known contact in Practifi. 
2. Confirm that the meeting appears in the advisor's calendar system (Google Calendar or Outlook). 
3. Log in to Practifi and navigate to the Contact record for that test meeting. Check the Activity Timeline or Events related list to see if the meeting appears as an Event record. 
4. Verify that the Event has the correct Event Type mapping (as configured during onboarding).

Test Event Type Mapping

1. Have the advisor schedule meetings with different meeting types in GReminders (e.g., Discovery Call, Review Meeting). 
2. Check that each meeting is logged in Practifi with the correct Event Type per your mapping configuration. 
3. If Event Type mapping is incorrect, contact GReminders to adjust the mapping configuration.

Test Auto-Creation (if enabled)

1. If Contact auto-creation is enabled, ask the advisor to schedule a meeting with a new person who does not yet exist as a Contact in Practifi. 
2. After the meeting is scheduled, log in to Practifi and search for the new contact by name or email.
3. Verify that a new Contact and Entity record has been created with the correct information. 
4. If auto-creation is not working, confirm with GReminders that Contact auto-creation is enabled and properly configured.

Test AI Notetaker (if enabled)

1. Have an advisor schedule and record a test call with the AI Notetaker enabled. 
2. After the call concludes, check that the recording, transcription, and summary are available in GReminders. 
3. Log in to Practifi and verify that the meeting summary appears in the configured destination (Note object, Event record, or Chatter Feed). 
4. Review the summary for accuracy and completeness.

Test Workflow Triggers (if configured)

1. If you have configured Workflow triggers, schedule a meeting that should trigger a workflow.
2. Monitor the workflow to confirm it executed correctly.
3. Example: if you configured a workflow to send an email when a Discovery Call is logged, verify that the email was sent after the test meeting was created.

Verify Pre-Meeting Briefs

1. In GReminders, have an advisor open the pre-meeting brief for a known client.
2. Confirm that the brief is populated with the client's information from Practifi (name, contact info, recent interactions, etc.).
3. If the brief is empty or incomplete, contact GReminders to verify that Practifi data is being retrieved correctly.

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Ongoing Management

Adding New Advisors

As new advisors join your firm, they can be added to GReminders through the GReminders admin portal or by contacting your GReminders account manager. Each new advisor will need:

• A GReminders user account (may require a subscription add-on if you did not purchase licenses for them in advance; additional users start at $33/month per user) 
• Access to their calendar system (Google Calendar or Outlook)
• A Practifi user account with appropriate permissions to create and edit records

Self-service license additions are available through the GReminders admin portal.

Revoking GReminders Access

If you need to revoke GReminders' access to your Practifi instance, contact the GReminders support team at [e-mail] for guidance on how to do so. Revoking authorization will stop the integration immediately. Meetings will no longer sync from GReminders to Practifi, and GReminders will not be able to access your client data. If you need to re-enable the integration later, you will need to repeat the OAuth authorization process.

Modifying Configuration

If you need to change integration configuration (e.g., change Event Type mappings, enable or disable auto-creation, or adjust AI Notetaker settings), contact your GReminders account manager. Some configuration changes can be made directly in the GReminders admin portal, while others may require assistance from the GReminders support team. Please manage configuration through GReminders, not Practifi Setup.

Monitoring Usage and Billing

Monitor your GReminders usage to ensure you have the right subscription tier:

• Check your advisor user count monthly. The base subscription (starting at $99/month) includes 3 users, with additional users starting at $33/month each. If you are consistently adding new advisors, consider your licensing needs.
• If you are using the AI Notetaker pay-per-use model (starting at $2.50/recorded hour), monitor your monthly recording hours to ensure you are not overrunning your budget. Consider upgrading to the unlimited subscription (starting at $99/user/month) if usage is high.
• Review your GReminders invoice monthly to confirm billing is correct.

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Troubleshooting

OAuth Authorization Failed

Problem: The GReminders team sent you an OAuth authorization link, but when you clicked it, you encountered an error.

Causes and Solutions:

• Verify that you are logged in as a System Administrator. OAuth authorization requires System Administrator permissions. 
• Check that your Practifi instance is accessible and you can log in normally. 
• If you have multi-factor authentication (MFA) enabled, you may be required to authenticate twice. Complete the MFA process and try again. 
• Ask GReminders to send you a fresh OAuth authorization link. Links can expire if not used within a certain time period. 
• Check that your browser allows third-party cookies. Some browsers block cross-origin cookies by default, which can prevent OAuth flows from completing.

Meetings Not Appearing in Practifi

Problem: An advisor scheduled a meeting in GReminders, but it is not appearing as an Event in Practifi.

Causes and Solutions:

• Verify that the meeting was created for an existing Contact in Practifi. If Contact auto-creation is disabled, GReminders can only log meetings to Practifi if the Contact record already exists. Make sure the Contact is manually created before the meeting is scheduled. 
• Check that the advisor's Practifi user account has permissions to create Event records. 
• Allow time for the sync to complete. There may be a short delay between when a meeting is scheduled in GReminders and when it appears in Practifi. 
• Check the GReminders logs or activity history for any error messages. Contact the GReminders support team if you see errors. 
• Verify that the advisor's calendar is connected to GReminders. If the calendar is not properly connected, meetings may not sync.

Event Type Mapping Is Incorrect

Problem: Meetings are appearing in Practifi, but they are being assigned the wrong Event Type.

Causes and Solutions:

• Verify with the advisor what meeting type they selected in GReminders when scheduling the meeting. Confirm that the GReminders meeting type is correctly mapped to a Practifi Event Type according to your configuration. 
• If the mapping is wrong, contact your GReminders account manager and request a mapping adjustment. 
• Check if the Practifi Event Type list has changed since onboarding. If you have added new Event Types to Practifi, they will not be available in GReminders until the nightly sync pulls them in. Contact GReminders to request a manual refresh of the Event Type list if needed.

Contact Auto-Creation Is Not Working

Problem: You enabled Contact auto-creation, but new Contacts are not being created when advisors schedule meetings with new people.

Causes and Solutions:

• Verify that Contact auto-creation is actually enabled. Check your GReminders admin settings or contact your GReminders account manager to confirm the configuration. 
• Ensure that the new person's email address or phone number is entered in the GReminders meeting details. GReminders uses email or phone to identify unique contacts; if this information is missing, auto-creation may fail. 
• Check that your Practifi Contact record type does not have required fields that GReminders cannot populate. If your Contact record requires a field that GReminders does not support, auto-creation will fail. Contact GReminders to discuss field mapping options. 
• Verify that the advisor who scheduled the meeting has permissions to create Contacts in Practifi

AI Notetaker Output Is Not Appearing in Practifi

Problem: An advisor recorded a call with the AI Notetaker, and the meeting summary is not appearing in Practifi.

Causes and Solutions:

• Verify that the AI Notetaker add-on is enabled on your GReminders subscription. If it is not, GReminders will not record or transcribe calls. Contact your GReminders account manager to enable the add-on if needed. 
• Check the GReminders app to confirm the call was recorded and a summary was generated. If the recording is incomplete or the summary is still being processed, wait and check again. 
• Verify that the meeting was created in Practifi before the AI output was logged. If the meeting does not exist as an Event record, the summary will not have a record to attach to. 
• Check that the output destination is correctly configured. If you configured the AI Notetaker output to post to Chatter, check the Chatter feed. If it is configured to post to Notes, look at the Contact record. If it is configured to post to the Event record, look at the Event record details.

I Need Practifi and GReminders Support

For issues related to the Practifi side of the integration (e.g., Practifi permissions, data structure, CRM configuration), contact Practifi Support. For issues related to GReminders functionality (e.g., meeting scheduling, AI Notetaker, configuration changes), contact GReminders Support at [e-mail] or through your GReminders account manager.

Please note: Practifi does not manage this integration. Configuration issues should be directed to GReminders support.

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Security and Data Privacy

OAuth Authentication

The GReminders integration uses OAuth, an industry-standard authentication protocol. OAuth allows GReminders to securely access your Practifi data without ever sharing your password with GReminders. Instead, you grant GReminders specific permissions to perform certain actions (e.g., read Contact records, create Event records). You can revoke these permissions at any time through Practifi Setup.

Advisor and Client Privacy

When the AI Notetaker records calls, GReminders maintains a transcript and summary of the call. This information may contain sensitive client financial information. Ensure that your firm's data privacy policies and client agreements address how call recordings are stored in GReminders. If you have questions about GReminders' data storage practices, contact your GReminders account manager.

Compliance

Your firm is responsible for ensuring that the use of GReminders complies with your regulatory obligations, including any specific requirements related to recording client calls, storing client data, or using third-party tools in your CRM. For questions about GReminders' security and compliance practices, contact your GReminders account manager directly.