Note: The Redtail integration is currently in early access. If you would like to request early access to Redtail, please contact us at hello@joinwaterlily.com.
The Redtail integration allows you to bring your Redtail contacts into Waterlily more efficiently, and have details from your Waterlily LTC plan reflect within Redtail as a User Defined Field (UDF).
With this integration, you can invite Redtail contacts directly to Waterlily without manually entering their information. If a client already exists in Waterlily, you can link that Redtail contact to the existing Waterlily client instead of creating a duplicate record. This will have the added effect of highlighting some details from the client's Waterlily LTC plan on their Redtail profile card as a UDF.
This is especially useful for advisors who already manage their client relationships in Redtail and want a smoother workflow between both platforms.
Before you begin
To use this feature, you will need:
an active Redtail account
your Redtail login credentials
access to the Integrations page in Waterlily
Note: Your Redtail credentials are securely stored and are only used to sync your contacts.
Connect your Redtail account
To start using the Redtail integration, you first need to connect your Redtail account to Waterlily.
Step 1: Open the Integrations page
From the left-side menu, click Integrations.
Step 2: Select Redtail CRM
On the Integrations page, locate Redtail CRM and click Connect.
Step 3: Enter your Redtail credentials
Enter your Redtail username and password, then click Connect to Redtail.
Note: Once your credentials are accepted, your Redtail account will be connected and your Redtail contacts will be available inside Waterlily.
View and organize your Redtail contacts
After connecting your account, you will be able to view your synced contacts from the Redtail Contacts page. By default, Waterlily displays 10 contacts per page.
Change how many contacts appear per page
Use the Rows per page dropdown at the bottom right of the contacts table to choose how many contacts you want to display at once.
Move between pages
Use the Previous and Next buttons at the bottom of the page to move through your contact list.
The total number of pages will depend on how many contacts you have and how many rows you choose to display per page.
Tip: If you are managing a large contact list, increasing the number of rows per page can make it easier to review and select contacts faster.
Invite Redtail contacts to Waterlily
Once your contacts have synced, you can invite them directly from the Redtail Contacts page.
Before inviting
The Invite button will remain disabled until you select at least one contact from the contact table.
Send a single invitation
If you select one contact, Waterlily will open the single-client invite flow.
The selected client’s information will automatically populate in the invitation form, including their name and email address. From there, you can review the message, make edits if needed, and send the invitation.
Steps to send a single invite
Select one contact from the Redtail Contacts table.
Click Invite.
Review the pre-filled client information.
Review or edit the email template.
Click Send invitation.
Note:
The single invite flow is triggered automatically when only one contact is selected.
When you invite a single client from Redtail, that contact is automatically linked to the newly created Waterlily client. You do not need to manually link them afterward.
Send multiple invitations
If you select multiple contacts, Waterlily will automatically switch to the Invite
Multiple Clients flow.
In this view, the selected contacts’ email addresses will already be added for you. You can review the list, update the email template if needed, complete the compliance acknowledgment, and send the invitations.
Steps to send multiple invites
Select multiple contacts from the Redtail Contacts table.
Click Invite.
Confirm that the correct client emails have been auto-filled.
Review or edit the email template.
Complete the compliance acknowledgment if prompted.
Click Send invitations.
Note:
The multi-client invite flow is triggered automatically when more than one contact is selected.
When you invite multiple clients from Redtail, each invited contact is automatically linked to their corresponding Waterlily client. You do not need to manually link them afterward.
Tip: This is the fastest way to invite several Redtail contacts into Waterlily at once without manually entering each email.
Link a Redtail contact to an existing Waterlily client
If a client is already in Waterlily, you do not need to invite them again. Instead, you can link the Redtail contact to that existing Waterlily client.
This helps prevent duplicate records and makes it easier to keep client information organized across both systems.
When to use Link instead of Invite
Use Link when the client already has an existing Waterlily profile and you want to connect that existing profile to their Redtail contact.
If you are inviting a new client from Redtail, the contact will be linked automatically after the invitation is sent, so no separate manual linking is needed.
Step 1: Find the contact you want to link
On the Redtail Contacts page, locate the Redtail contact you want to connect.
Step 2: Click Link
In the Actions column, click Link.
Step 3: Search for the matching Waterlily client
In the Link Contact window, search for the existing Waterlily client you want to match.
Step 4: Confirm the link
Select the correct client, then click Link.
Note: Once a contact is linked successfully, the Waterlily column will update to show View, and the Actions column will change to Unlink.
View synced Waterlily information in Redtail
After a Redtail contact has been linked to a Waterlily client, you can also view Waterlily information from inside Redtail.
Open the Redtail profile
From the Redtail Contacts table in Waterlily, click the client’s name to open their Redtail profile.
Open the UDF section
Inside Redtail, navigate to the UDFs section.
There, you will be able to see Waterlily information synced into the client’s Redtail profile.
Update the field if needed
If you want to add more information, you can edit the UDF field directly in Redtail.
Note: This makes it easier to reference key Waterlily planning details directly from the client’s Redtail profile.
Best practices
Use Invite when the Redtail contact is not yet in Waterlily.
Use Link when the client already has an existing Waterlily record and you want to connect the Redtail contact to that profile.
Review your selected contacts before sending invitations, especially when using the multi-client invite flow.
Use Refresh on the Redtail Contacts page if you want to confirm the latest sync or updated contact status.
Troubleshooting tips:
The Invite button is grayed out
Make sure you have selected at least one contact from the Redtail Contacts table.
I only want to invite one client
Select only one contact. Waterlily will automatically open the single-client invite flow.
I want to invite several clients at once
Select multiple contacts before clicking Invite. Waterlily will automatically open the multi-client invite flow.
A client is already in Waterlily
Use Link instead of sending a new invitation so you do not create a duplicate client record.
Do I Need to Link a Client After Inviting Them From Redtail?
No. If you invite a client from Redtail, Waterlily will automatically link that Redtail contact to the created Waterlily client for you.