Meetings

Each advisor connects their own calendar. Advisor reads their meetings and files each one to a client by matching guest emails. After a meeting, you add the transcript from Google Meet, Teams or Zoom. Advisor drafts the File note for you to check and confirm. Advisor never joins, records or transcribes a call. It works from the transcript your video service already saves.

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Connect your calendar

• Each advisor connects their own calendar. An admin cannot connect one for someone else.
• You can connect one calendar at a time: Google or Microsoft 365.
• Advisor reads your calendar again every 5 minutes. Select Sync now to read it straight away.
• If the connection stops working, Meetings and Settings show Reconnect calendar.

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If your IT team must approve Advisor

Some workplaces only allow apps an administrator has approved. If sign-in says your administrator must allow Advisor, Advisor explains what to ask for. For Microsoft 365 it gives a link to send to your IT team. Nothing is stored until the connection works.

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What Advisor reads

Access is read only. Advisor never changes your calendar, and only reads your main calendar. For each meeting, Advisor reads:

• The title and times.
• The attendees, the organiser and their responses.
• The video service and a link to the event in Google Calendar or Outlook.

Advisor never reads event descriptions, notes or locations. Advisor skips these events and never stores them:

• Events marked private, even when a client is invited.
• All-day events.
• Events you declined.
• Events with no guests, or with only people from your firm.

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Filing meetings to clients

Advisor compares each guest’s email with the emails of your clients and their household members.

• One client matches: the meeting is filed to that client.
• Two clients match, or none: the meeting waits in Needs a client on the Meetings page. A client that matches shows as Suggested.

For a meeting that needs a client:

• Select File and choose the client.
• Select Not a client to hide a meeting that isn’t with a client.
• Both show Undo for a few seconds.

Filing sticks. Advisor never changes a meeting’s client on a later read. To change it, open the meeting’s … menu and choose Move to another client. Once a meeting has a transcript or File note, it stays with a client. You can move it to another client, but not mark it Not a client or put it back in Needs a client. When two advisors have the same meeting on their calendars, Advisor shows it once. Filing it files it for both.

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Who sees a meeting

• A filed meeting is part of the client’s record. Everyone in your firm can see it.
• A meeting that needs a client, or that you marked Not a client, is private to the advisors whose calendar has it.

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When the calendar changes

• A meeting moves: Advisor updates the times and shows where it moved from until you dismiss the note.
• A filed meeting is cancelled: it stays on the client, marked Cancelled.
• A meeting that needs a client is cancelled: it is removed.

A transcript or File note on a meeting that moves or is cancelled is kept.

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The Meetings page and the client’s tab

• The Meetings page shows filed meetings for the whole firm, by This week, Upcoming and Past. Your own meetings that need a client are at the top.
• A client’s Meetings tab shows only that client’s meetings, with the open one beside the list.

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Agenda

Type the agenda on a meeting before it happens. Open actions from the client’s earlier meetings carry over, and Add to agenda puts one on this meeting’s agenda.

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Adding the transcript

After the meeting, open it and select Add transcript. Where to find the transcript:

• Advisor refuses an audio or video recording, an empty file, or a transcript over 4 hours, and says why.
• A meeting has one transcript. Adding another replaces it, and the old file is deleted.

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Who’s who

Advisor matches each speaker in the transcript to someone at the meeting. Check the matches before drafting. A label like “Priya’s iPhone” is matched loosely and marked Best guess. If no speaker matches the attendees, Advisor warns you before drafting. You can still draft.

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The File note

Select Draft File note. Drafting takes about a minute. The draft has:

• A summary of the meeting.
• The decisions made, each linked to where it was said.
• Suggested action items, each with an owner and a due date when one was said.
• Which agenda items were covered.

The draft is instructed to use only what was said, give no advice and leave out medical and health details. Check it before confirming. The transcript keeps what was said.

• Each draft counts as one Ask question against your firm’s 500 a month. A draft that fails doesn’t count. See Billing.
• Each advisor can draft up to 10 File notes an hour.
• If drafting fails, select Try again, or Write the File note yourself.

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Check and confirm

• After you confirm, each edit keeps the version before it. Select View history to see who changed what and when.
• Copy summary copies the summary as plain text. Nothing is sent to the client.
• Open actions carry over to the client’s next meeting until they are done.

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Log a past meeting

For a phone call, an in-person meeting or a video call that wasn’t on your calendar:

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Privacy

• Calendar access is read only, and only for your main calendar.
• Nothing is recorded. Advisor never joins a call.
• Meetings that aren’t filed to a client are private to the advisor whose calendar has them. They are removed 30 days after they end.
• Filed meetings, transcripts and File notes are kept with the client. They follow the client’s retention: kept for 7 years after the client is archived.
• Transcripts are stored in Australia, in Sydney. Drafting runs in Australia, and the service that drafts does not keep or train on client data.
• Clients never see meetings, agendas or File notes in their portal.
• Disconnecting your calendar removes the connection and the meetings that aren’t filed. Filed meetings stay with their clients.
• When an advisor leaves the firm, their calendar is disconnected the same way.

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Turning Meetings off

Admins can turn Meetings off in Settings > Features. It is hidden for everyone in the firm, calendars stop syncing, and the API and MCP refuse meeting calls. Meetings, transcripts and File notes are kept, and come back when Meetings is turned on again.

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From the API

Meetings can be listed, filed, given an agenda and a transcript, and their File notes edited and confirmed through the Advisor API and MCP, with the meetings scope. A key sees every filed meeting and the meetings that need a client on the calendar of the admin who made it. Connecting a calendar is only in the app. Webhook endpoints can subscribe to meeting.filed and meeting.file_note_confirmed. See Webhooks.