Make.com CRM Automation Google Calendar Redtail CRM Time Saving

Automatically Add Google Calendar Events to Redtail CRM

A free Make.com template that syncs new calendar appointments directly into your CRM as client activities, eliminating manual entry and ensuring perfect records.

Get This Workflow → Make.com · Google Calendar & Redtail CRM · Free Template
Diagram showing automation flow from Google Calendar to Redtail CRM creating activities

What This Workflow Does

For financial advisors, realtors, and service-based businesses using Redtail CRM, manually logging every client meeting, call, or appointment from Google Calendar is a repetitive, error-prone task. It wastes valuable time that could be spent with clients and often leads to incomplete CRM records, making it hard to track client interactions accurately.

This automation solves that problem by creating a live, one-way sync from your calendar to your CRM. Whenever a new event is added to a specified Google Calendar, this Make.com workflow instantly captures the details—like title, time, description, and attendees—and creates a corresponding "Activity" within Redtail CRM. This ensures your client history is always up-to-date, provides a clear audit trail for compliance, and frees your team from tedious data entry.

Pro tip: Use a dedicated Google Calendar (e.g., "Client Meetings") for this automation to maintain control. This prevents personal or internal events from being synced to your CRM.

How It Works

The workflow runs on a simple trigger-and-action principle, orchestrated by Make.com. It acts as a smart bridge between Google Calendar and Redtail CRM.

Step 1: Monitoring Google Calendar

The scenario is triggered at a regular interval (e.g., every 15 minutes) to check your designated Google Calendar for any new events that have been created since the last check. It captures the full event payload.

Step 2: Processing Event Data

Make.com parses the incoming event data. You can set up filters here—for example, only processing events with specific keywords in the title or from certain calendars. The workflow extracts key fields like the event summary (title), start/end time, description, and attendee email addresses.

Step 3: Creating the Redtail CRM Activity

The workflow then uses the Redtail CRM module to create a new "Activity." It maps the extracted calendar data to the relevant CRM fields: the event title becomes the activity subject, the date/time sets the due date, and the description populates the notes. The result is a complete activity log attached to your CRM's timeline.

Who This Is For

This template is ideal for any professional who uses Redtail CRM to manage client relationships and Google Calendar for scheduling. It's a perfect fit for:

  • Financial Advisors & Planners: Automatically log client review meetings, prospecting calls, and compliance-related appointments.
  • Insurance Agents: Track policy reviews, client consultations, and follow-up calls directly in the client's record.
  • Real Estate Agents: Record property showings, buyer consultations, and contract signing appointments as CRM activities.
  • Small Business Coaches & Consultants: Maintain a history of all strategy sessions and check-in calls with clients.
  • Any Team Using Redtail CRM: Improve internal accountability by having all client-facing meetings automatically documented for the entire team to see.

What You'll Need

  1. A Make.com account (free tier available).
  2. A Google account with a Calendar containing events you wish to sync.
  3. An active Redtail CRM account with API access enabled (check your Redtail settings or contact support).
  4. The API credentials (client ID and secret) for both Google Calendar and Redtail CRM to authorize the connection in Make.com.
  5. Basic understanding of which calendar and what type of events you want to synchronize.

Quick Setup Guide

You can have this automation running in under 30 minutes. Follow these steps after clicking "Get This Workflow."

  1. Clone the Template: Click the link to open the template on Make.com. Press the "Copy" button to clone it into your own Make workspace.
  2. Authorize Connections: In your new scenario, click on the Google Calendar and Redtail CRM modules. Follow the prompts to log in and authorize Make.com to access your accounts. This is a secure, standard OAuth process.
  3. Configure the Trigger: In the Google Calendar "Watch Events" module, select the specific calendar you want to monitor (e.g., "Primary" or a shared "Business" calendar).
  4. Map the Data Fields: In the Redtail "Create an Activity" module, review how the calendar data is mapped. Ensure fields like Subject, Due Date, and Notes are pulling from the correct data points from the Google Event. You can customize this mapping.
  5. Test and Activate: Run the scenario once manually to test. Create a test event in your Google Calendar and see if it appears as an activity in Redtail. Once confirmed, turn on the scheduler to run automatically.

Key Benefits

Eliminate 2–5 hours of manual data entry per week per team member. This time can be redirected to revenue-generating activities or client service, directly impacting your bottom line.

Achieve 100% accuracy in your client interaction logs. Automated sync removes human error from double-entry, ensuring your CRM is a reliable source of truth for compliance and client history.

Improve team visibility and accountability. When every meeting is automatically logged, managers and team members have full visibility into client touchpoints, enabling better collaboration and follow-up.

Enhance client service with timely follow-ups. With activities automatically created and dated in Redtail, you can set up subsequent workflows to trigger follow-up tasks or reminders based on completed meetings, never letting a ball drop.

Scalable foundation for advanced automation. This sync is a core building block. Once in place, you can easily extend it to trigger email summaries, update deal stages, or notify team members in Slack.

Frequently Asked Questions

Common questions about calendar and CRM automation and integration

Syncing your calendar with your CRM is critical for maintaining accurate client histories and ensuring no follow-up task is missed. It eliminates manual double-entry, reduces errors, and gives everyone on your team a single source of truth for client interactions, directly improving client service and operational efficiency.

For example, a financial advisor can instantly see every past meeting note when preparing for an annual review, while a manager can audit team activity without chasing down scattered notes or calendar invites.

The main benefits are significant time savings, improved data accuracy, and enhanced client relationship management. Automation ensures every meeting is logged as a CRM activity instantly, providing a complete audit trail, enabling better reporting, and freeing up staff to focus on high-value client conversations instead of administrative data entry.

Beyond efficiency, it creates a proactive service culture. When client interactions are automatically recorded, it's easier to spot gaps in communication and ensure timely follow-ups, leading to higher client satisfaction and retention.

Yes, a well-designed automation allows for filtering. You can set rules based on event titles, calendars, attendees, or keywords. For example, you might only sync events tagged as 'Client Meeting' or from a specific shared team calendar, preventing personal or internal events from cluttering your CRM activity log.

This precision is key for adoption. Teams are more likely to use a system that respects boundaries and only adds relevant business data, keeping the CRM clean and valuable.

  • Filter by calendar name (e.g., "Sales").
  • Use title keywords like "Review" or "Intro".
  • Exclude events with specific attendees.

The automation can be configured to handle recurring events by triggering on each new instance of the event. When a new occurrence of a recurring meeting is created in Google Calendar, the workflow can create a corresponding new, separate activity in Redtail CRM, ensuring each individual client touchpoint is recorded for accurate tracking and follow-up.

This is essential for weekly check-ins or monthly retainer calls. Each instance gets its own activity record with the specific date, allowing for precise notes and action items tied to that particular meeting, rather than one generic entry.

The most useful information includes the event title/subject, date and time, description/notes, attendees (especially client email addresses), and location. Mapping these fields into the CRM activity creates a rich record that team members can reference to understand the context of the meeting without needing to check the calendar separately.

The description field is particularly valuable. It often contains pre-meeting agendas, questions, or links to documents discussed. Having this automatically copied into the CRM activity note saves immense time and preserves critical context.

Yes, advanced automation can link activities automatically. By matching attendee email addresses from the calendar event with contact records in Redtail CRM, the workflow can find the correct client and attach the new activity directly to their profile. This creates a seamless, connected record of all interactions.

This transforms the automation from a simple logger to an intelligent system. Instead of creating orphaned activities, it builds a living history on each client's profile, making the CRM exponentially more powerful for relationship management and sales forecasting.

Absolutely. GrowwStacks specializes in building custom automation solutions that connect your specific tools and match your unique business processes. We can design a system that includes custom filters, maps additional data fields, integrates with other apps like email or task managers, and sets up proper error handling for reliable, hands-off operation.

Whether you need to sync multiple calendars, add conditional logic based on event types, or create complex follow-up task sequences in other tools, our team can build a tailored solution. We start with a free consultation to understand your workflow and design an automation that delivers maximum value.

  • Integration with email marketing or project tools.
  • Custom reporting and dashboards.
  • Multi-user and multi-calendar support.

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