For syncing of Outlook Meetings (those that were sent or received), you need to find a way to fix the sync between the two systems. Currently, if the meeting is added or moved to the Redtail calendar in Outlook, in addition to the original Meeting request that was sent via Outlook initially, syncing it with Redtail then adds the Attendee to the body of the Outlook meeting, automatically triggering another email to be sent out. If you then link it to a Redtail contact, or update the Activity Description or anything else in Redtail, additional emails are automatically sent from Outlook to everyone. If you change anything in Outlook, such as updating the body, date, location, etc. the vicious circle of automated email sending repeats as soon as it re-syncs with Redtail.

What's worse is if you need to change/reconnect the Outlook integration in Redtail, it sends emails out for every single meeting that was previously synced, past and future. I’ve had to apologize to clients numerous times for this happening, and its embarrassing.

The only solution I’ve found, other than manually creating a Redtail activity to mirror the Outlook on, but without the client listed as an Attendee, is by creating a Zap in Zapier that creates an activity in Redtail, linked to the contact, whenever a new appointment is created in Outlook. The problem here is that if that Outlook meeting is changed/moved, it doesn’t update the Redtail record (since they aren’t sync’d).

Since Outlook is, by far, the most widely used email platform by businesses, this is essential to fix. As mentioned in other posts, Wealthbox found a way to avoid this problem…