Levitate + Redtail Integration

Overview

Levitate's Redtail integration helps financial professionals stay connected with clients by syncing contact data and tracking engagement activity directly within your CRM.

• Industry: Financial Services
• Integration Type: API-based
• Sync Frequency: Twice daily
• Authentication: Individual user login required

Activity Writeback

Levitate automatically records engagement activities back into Redtail, including:

• Emails
• Notes
• Logged phone calls
• Handwritten cards
• Text messages (both inbound and outbound)

Where activities appear in Redtail:

• All activities are written back as general notes on the contact record
• Notes and emails sync in real time, ensuring up-to-date visibility
• Text message digests do not write back immediately — they are batched and written back as a digest rather than as individual messages

Your Success Manager can disable any of these writeback options if you do not want certain activity types pushed to Redtail.

Authentication & Access

• Each Levitate user connects their own Redtail account
• Only data accessible to the connected user will be synced
• This ensures alignment with your existing permissions in Redtail

Integration Settings

The Redtail integration includes flexible settings to control how contacts, ownership, and data are managed in Levitate.

Ownership Mapping

You can choose how contact ownership is assigned:

• Servicing Advisor
• Writing Advisor
• First Observed (first user to sync the contact becomes the owner)

Additional options allow you to:

• Sync all contacts with fallback ownership
• Sync only contacts with mapped advisors

If no advisor is mapped:

• Contacts may be assigned to a default user or excluded, depending on your configuration

Contact Sync Controls

• Primary Email Only — Sync only the primary email address for each contact
• Segment by Tags — Control which contacts are synced based on selected tags
• Contact Filtering — Choose which contacts are included based on:
  • Status
  • Category
  • Contact type

Prospect Handling

• Choose whether to include or exclude contacts identified as prospects
• Prospect status is based on how contacts are categorized in Redtail

Key Facts (Date-Based Data)

• Birthday Key Fact — Pulled from the contact's date of birth
• Financial Review Key Fact — Can be created using fields such as:
  • Client Since
  • Review dates
• Note: Review reminders may only appear shortly before the scheduled date due to system limitations.
• Relationship Key Facts — Family relationships (e.g., spouse, parent) can be reflected as Key Facts

Activity Writeback Settings

You can choose which activities are written back to Redtail:

• Email
• Note
• Phone call
• Text message
• Handwritten card

Calendar Integration

• Option to use the Redtail calendar for scheduling meetings
• Most events are treated as unavailable ("busy") for scheduling purposes

Data Mapping

Contact Information

Notes:

• Primary email and phone number are prioritized
• Additional emails and phone numbers may also be synced
• Contacts must have at least a name or email address to be included

Contact Handling

• Contacts sharing the same email address may be merged
• In some cases (e.g., spouses), names may be combined for clarity

Ownership Behavior

Ownership is determined by your selected mapping method:

• Advisor-Based Mapping — Ownership is assigned based on the associated advisor
• Mapped-Only Options — Only contacts with mapped advisors are synced
• First Observed — The first user to sync the contact becomes the owner

Fallback rules ensure contacts are assigned appropriately when possible.

Tags & Identifiers

Levitate automatically assigns tags based on Redtail data to help organize and segment contacts.

Default Tags

• Redtail – indicates the contact was synced from Redtail and will continue to stay in sync
• Status Tags – based on contact status (e.g., Client, Prospect, Spouse, Child)

Additional Tags

• Category Tags
• Source Tags
• Keyword Tags
• Tag Group Tags

These tags reflect how your contacts are categorized within Redtail and should feel familiar to your team.

Key Identifiers

• Customer ID — Each contact includes a Customer ID, which corresponds to their unique identifier in Redtail

Important Notes

• Source and Category values are customizable in Redtail and may vary by organization
• Unsubscribe tracking is not natively supported in Redtail and is not automatically synced

FAQs

Q: Can I update contact information in Levitate and sync it back to Redtail?

A: No. Redtail remains your system of record for contact data. Levitate syncs contact information from Redtail and writes back engagement activities only.

Q: Are all notes from Redtail synced into Levitate?

A: No. Existing notes in Redtail are not imported into Levitate. This helps keep your data streamlined and avoids bringing in unnecessary or sensitive information.

Q: How are contacts with shared email addresses handled?

A: Contacts with the same email address may be merged. In some cases (such as spouses), names may be combined for clarity.

Q: How long does syncing take?

A: Sync times vary depending on the size of your database. Data syncs in the background and may take some time to fully populate after setup.

Q: My Redtail contacts are not updating in Levitate. Can someone trigger a manual resync?

A: Yes. While Levitate automatically syncs with Redtail twice daily, you can request a manual resync at any time by contacting your Success Specialist or reaching out to Levitate Support at support@levitate.ai. When you reach out, confirm that your Redtail connection is active (Settings > Integrations should show "Connected") and briefly describe what data you expect to see updated. The team can trigger a resync on your behalf.

Getting Started

Account-wide

Your Success Manager will enable the Redtail integration for your entire account on your initial onboarding call. Once enabled, you'll see a card that lets you know the Redtail Integration is available.

User-specific

Each user will need to sign into Redtail once with their regular Redtail username and password. From there:

1. Each user connects their Redtail account
2. Configure your preferred settings (contact filtering, ownership, tags, etc.)
3. Allow time for the initial sync to complete

The contact import may take a few minutes or up to an hour, depending on the number of contacts. Users can navigate away from the loading page while the import continues in the background.

After your contacts are imported, your Success Manager can adjust your settings to remove any unwanted tags, sources, or categories. Once connected, your Redtail contacts will begin appearing in Levitate and syncing automatically.

Redtail Calendar

The Redtail Calendar can be connected to Levitate for use with Schedule a Meeting. By default, Levitate views all-day events as busy. However, our Support or Success team can request that it be turned off — meaning that all-day events will be viewed as free. Generally, we view everything on the Redtail Calendar as busy, unless it is recurring.

To learn more about the Redtail Calendar Integration and how it works, check out this article.

Generating an in-app password for Redtail-Levitate connections

If you are on the Redtail email server and you run into the error message "unable to authenticate to server" when attempting to connect/reconnect your email, it is likely that you need to generate an app password within your Zimbra email account. We have linked an article directly to Redtail's website to help guide you through that process and included a few screenshots below. If you need further assistance, please contact support.

To generate an Application Passcode, navigate to Preferences > Accounts > Applications. Within the Account Security settings, select the Add Application Code button.

After you click Add Application Code, enter a name to identify the application you will be using the passcode for. In this case, because you are setting up the passcode for Redtail CRM, it is best practice to name it "Redtail CRM" or something similar to make it clear what this is used for.

Copy the Application Passcode you receive in the next dialog, then click Close, and use that as your password in Levitate.

Final Notes

Because Redtail is highly customizable, your exact experience may vary depending on your configuration. The integration is designed to be flexible, allowing you to tailor how contacts are synced, tagged, and managed in Levitate.