Switching from Redtail
How a Redtail book moves into WealthY from three CSV exports, with the field map and what is left behind.
Redtail has no public read API a firm can hand us a key for, so a Redtail book moves in from the exports Redtail already gives you: Contacts, Notes and Activities. Drop the three files together. WealthY recognizes each one by its columns, reads them as one book, shows you every mapping before anything is written, and keeps an undo for the batch.
What you need
- A Redtail login that can run exports.
- A WealthY firm owner login.
- The three CSV files. Contacts alone is enough to start; Notes and Activities bring the history.
Export from Redtail
- In Redtail, open Contacts, select all, and choose Export. Keep every column; WealthY decides what to do with each one and shows you.
- Export Notes and Activities the same way, as their own files.
- Leave documents and attached email where they are (see what is not imported below).
Import
- In WealthY, open Operations > Data and choose Redtail. During self-serve signup this is screen 3, Bring your data.
- Drop the files, together or one at a time. Each is recognized by its columns; a file WealthY cannot place is named so you can check it.
- Review. The WealthY field is printed beside every Redtail column in the first rows, on your own data. Column names in a Redtail export have changed over the years, so matching is tolerant, and the review screen is where you confirm it.
- Every person is marked client or prospect. Change any row.
- Every record gets an advisor: the Redtail owner where it matches one of your advisors, otherwise the advisor you pick, who defaults to you.
- A column nobody recognized is kept as a dated import note on the record, never dropped.
- Commit. The import writes in short chunks and resumes if the tab closes. Roll back removes exactly what the batch created.
Notes attach to the contact they were written on, with their original date and author. Activities (calls, meetings, emails logged in Redtail) land as history entries on the record.
Field map and what is not imported
Every Redtail column WealthY reads, where it lands when the person is a client and when they are a prospect, and how the value is converted. Then what is deliberately not imported, and why.
Export Contacts, Notes and Activities from Redtail as CSV and drop the files together. Each file is recognized by its columns.
Contact fields (48)
| Field in the source | Lands in WealthY | If the person is a prospect | How it is converted |
|---|---|---|---|
| ClientID / Contact ID | crm_import_links.external_id | same | the Redtail id, so a repeat import matches instead of duplicating |
| Type | import record type | same | Individual becomes a person record; Business, Trust, Union, Association and Estate become organization records |
| Salutation | kept as a note on the record | same | as written |
| First Name | clients.first_name | prospects.full_name (first part) | trimmed |
| Middle Name | kept as a note on the record | same | kept as written in the import note |
| Last Name | clients.last_name | prospects.full_name (last part) | trimmed |
| Suffix | kept as a note on the record | same | kept as written in the import note |
| Nickname | kept as a note on the record | same | as written |
| Gender | kept as a note on the record | same | as written |
| Date of Birth / DOB | clients.date_of_birth | kept as a note on the record | any common date format to YYYY-MM-DD |
| Marital Status | kept as a note on the record | same | as written |
| Category | clients.lifecycle_stage | kept as a note on the record | Redtail's Category is the stage: Client, Prospect, Former Client and your own values |
| Status | kept as a note on the record | same | Active / Inactive / Deceased kept as a note |
| Source | firm_custom_fields + client_custom_field_values ("Contact source") | prospects.source | as written |
| Writing Advisor | kept as a note on the record | same | kept as written in the import note |
| Family Name / Household | households.name + clients.household_id | prospects.household | one household per distinct name or source household id |
| Email Address / Email | clients.email | prospects.email | lowercased and trimmed; the primary address when the source has several |
| Email 2 / Alternate Email | kept as a note on the record | same | first additional address |
| Home Phone | clients.phone | prospects.phone | as written; the primary number when the source has several |
| Work Phone | clients.phone | prospects.phone | used when Home Phone is blank; else kept in the note |
| Mobile Phone / Cell Phone | clients.phone when phone is blank, else note | prospects.phone when phone is blank, else note | as written |
| Fax | kept as a note on the record | same | kept as written in the import note |
| Address 1 / Address | clients.address | prospects.address_line1 | line 1; clients.address is the one-line address: line 1, line 2, postal code |
| Address 2 | clients.address | prospects.address_line2 | line 2 appended |
| City | clients.city | prospects.city | trimmed |
| State / Province | clients.province | prospects.province | as written (ON, Ontario, NY all kept) |
| Zip / Postal Code | clients.address | prospects.postal_code | appended to the one-line address |
| Country | kept as a note on the record | prospects.country | as written; CA when blank for prospects |
| Date Created | clients.created_at | prospects.created_at | the original date |
| Employer | kept as a note on the record | prospects.company_name | as written |
| Occupation / Job Title | kept as a note on the record | prospects.title | as written |
| Referred By | clients.referred_by_name | prospects.referred_by_name | as written |
| Keywords / Tags | firm_custom_fields + client_custom_field_values ("Tags") | prospects.tags | comma or semicolon list; prospects get an array |
| Client Since | kept as a note on the record | same | kept as written in the import note |
| Date of Death | kept as a note on the record | same | kept as a note; the review screen flags the record |
| Website | kept as a note on the record | same | as written |
| Birth Place | kept as a note on the record | same | kept as written in the import note |
| Citizenship | kept as a note on the record | same | kept as written in the import note |
| Spouse | kept as a note on the record | same | as written |
| Anniversary | kept as a note on the record | same | kept as written in the import note |
| Retirement Date | kept as a note on the record | same | kept as written in the import note |
| Risk Tolerance | clients.risk_profile | kept as a note on the record | as written |
| Time Horizon | kept as a note on the record | same | kept as written in the import note |
| Investment Objective | kept as a note on the record | same | kept as written in the import note |
| Net Worth | kept as a note on the record | prospects.estimated_aum when numeric | digits kept when it parses as a number |
| Annual Income | kept as a note on the record | same | as written |
| Notes / Comments | advisor_notes.content | prospect_notes.content | one note, dated at import |
| any other column | kept as a note on the record | same | kept as "Column: value" in one import note per contact |
Households (1)
| Field in the source | Lands in WealthY | How it is converted |
|---|---|---|
| Head of Household | households.primary_client_id | the member marked head becomes the primary contact |
Notes (6)
| Field in the source | Lands in WealthY | If the person is a prospect | How it is converted |
|---|---|---|---|
| Notes export: Note ID | crm_import_links.external_id | same | the source id, so a repeat import matches instead of duplicating |
| Notes export: ClientID / Contact Name | advisor_notes.client_id | prospect_notes.prospect_id | the linked contact; a note on somebody who becomes a prospect lands on prospect_notes.prospect_id |
| Notes export: Note / Body | advisor_notes.content | prospect_notes.content | as written, HTML stripped to text |
| Notes export: Date / Note Date | advisor_notes.created_at | prospect_notes.created_at | the original date, so history stays in order |
| Notes export: Created By / Author | advisor_notes.source_author | prospect_notes.source_author | the author name or email as written |
| Notes export: Category / Subject | advisor_notes.content | prospect_notes.content | prepended as the first line of the note |
Tasks (8)
| Field in the source | Lands in WealthY | How it is converted |
|---|---|---|
| Activities export: Activity ID | crm_import_links.external_id | the source id |
| Activities export: ClientID / Contact Name | advisor_tasks.client_id | the linked contact, or advisor_tasks.prospect_id |
| Activities export: Subject | advisor_tasks.title | as written |
| Activities export: Description / Notes | advisor_tasks.description | as written |
| Activities export: Start Date | advisor_tasks.due_date | to YYYY-MM-DD |
| Activities export: Completed / Status | advisor_tasks.status + completed_at | completed when the source says so, else pending |
| Activities export: Priority | advisor_tasks.priority | low / medium / high / urgent; medium when unrecognized |
| Activities export: Assigned To | advisor_tasks.advisor_id | the owner mapped to an advisor, else the importing owner |
Activities (calls, meetings, emails) (2)
| Field in the source | Lands in WealthY | How it is converted |
|---|---|---|
| Activities export: Type / Activity Type | contact_log.contact_type | a completed past activity lands in history as call / meeting / email / other; an open one becomes a task |
| Activities export: End Date | contact_log.duration_minutes | minutes between start and end when both are present |
Record owner (1)
| Field in the source | Lands in WealthY | If the person is a prospect | How it is converted |
|---|---|---|---|
| Servicing Advisor | clients.advisor_id | prospects.advisor_id | matched to an advisor by name or email; unmatched fall back to the advisor you pick |
Not imported, and why
| Field in the source | Why |
|---|---|
| Tax ID / SSN / SIN | Government ID numbers never travel in an import. They arrive through the document path, masked to the last four. |
| Driver's License | Same rule. |
| Account numbers in the Accounts export | Accounts come from the custodian feed or the accounts CSV on the Data tab, where numbers are masked to the last four. |
| Workflows, Seminars, Opportunities exports | Not part of the contacts, notes and activities set this import reads. Opportunities can come across as a spreadsheet of deals later. |
| Attachments and documents | Drop them on the Data tab's document step; they are matched to the client by name. |
After the import
- Spot-check ten households in Contacts.
- Documents from Redtail Imaging: download them and use the document step on the Data page; each file is matched to its client for you to confirm.
- Email archived in Redtail is not copied. Connect each advisor's mailbox and WealthY reads history from the mailbox itself.
- Workflows are not copied. Rebuild the ones you still use as process templates under Tasks.
- Continue with Getting started for firm owners.