Manage your meeting types
Users can view, edit, and delete meeting types in their Settings of the Vega web app. Our recommendation is to remove any meeting types that you will never want to use.
When a new meeting is prepared, Vega will pick a meeting type based on the information available (meeting title and description most of the time), so cleaning unwanted meeting types will only make the decision easier (remember: the cleaner your data, the better your Vega).
Customize your output with templates
You are able to customize the output for each meeting type. This concerns the following:
Pre-meeting preparation sheet (read article: Pre-meeting preparation sheet)
Pre-meeting reminder email (read article: Pre-meeting preparation sheet)
Post-meeting summary notes (read article: Post-meeting analysis)
Post-meeting follow-up email (read article: Post-meeting analysis)
Email subject line
Templates are communicated in plain text, or “soft coding” as we like to use. This means you can type natural instructions directly into your template to guide Vega on what to do. Anything written inside [square brackets] tells Vega how to handle that part of the text, such as what tone to use or what type of content to include.
You can also use variables that start with a $ sign (like $meeting_title, $first_name, or $last_name) to automatically pull in real details from your meetings or from your own user profile in Vega.
Together, bracketed instructions and variables give you full control over how Vega writes and customizes your meeting summaries and emails.
Templates will drive the output by guiding Vega. This is what makes them powerful and very flexible. It's also important to keep in mind that you can define templates for each meeting type.
The important information to remember here: the meeting type that is set on a given meeting will inform Vega on which templates to use. If an analysis is done with the wrong meeting type, you can change the type, save the change, and click “Run”.
Share your meeting types with your "Team" in Vega
With the Team collaboration feature, any user who is part of a "team" can create meeting templates and choose to share them at the team level instead of just at the user level. Once shared, everyone on the “team” can view and use those meeting types for their own meetings.
By default, when a team meeting type is selected to generate the meeting note, follow-up email, tasks, and contact suggestions after a meeting, the meeting host is set as the meeting owner. If you decide to re-run the notes, click “Run,” and Vega will give you the option to select a different meeting owner from your list of team members.
The meeting owner determines the point of view Vega uses to write the notes and where Vega saves the draft, such as directly in that advisor’s email draft folder.
Vega's tips
What should you include in your meeting templates, and how should you write them? Here are two ways to approach it.
Pre-meeting preparation sheet template: example
By default, a Vega pre-meeting preparation sheet includes the following sections:
Recent activity
Vision and concerns
Current situation
Household snapshot
Conversation starters
Now, for the sake of example, let’s say that you have a very specific process for meeting preps.
You prefer a very comprehensive prep and would rather delete information you don’t need than realize something is missing five minutes before your client call. You also like to add a few extra sections, especially structured planning data and a tentative agenda.
Below is the default pre-meeting preparation sheet template in Vega. The parts in bold show the edits you made to better match your style and needs.
*Recent activity*
[Summarize key information from past emails, CRM notes, and tasks to help prepare for the meeting. Format as a concise, meaningful list from most recent to oldest. Each item should follow this structure: [Exact date if possible] Topic: Summary of the activity. Include sources if possible.]
*Vision and concerns*
[List the most important goals, intentions, or concerns expressed by the client. Focus on subjective or aspirational items (e.g., "retire early," "worried about market volatility"). Avoid stating facts — reserve those for the next section. Highlight anything that may influence today's discussion or decision-making.]
*Current situation*
[List objective and factual details about the client's current financial or personal status. Include employment, income sources, account balances, insurance coverage, major expenses, and retirement timing. Call out upcoming deadlines or areas that may require review or action during the meeting.]
*Household snapshot*
[Present key biographical information for each household member or relevant relative. Include items such as name, relationship, age or birth year.]
*Key financial planning data*
[Maintain a concise financial planning data table to summarize the client's current financial picture before the meeting. Use three columns with the following headers and definitions: Category (brief descriptor), Data (the specific figure or fact), Note (context or clarification, only if needed and very concise). Focus on material figures and items likely to be discussed or referenced during the meeting.]
*Conversation starters*
[List 3–4 personal and casual conversation starters for the meeting. Use real information to make each one warm and relatable — avoid financial topics. Only include what is supported by the data; do not invent or generalize.]
*Tentative agenda*
[Propose a clear, structured agenda for the meeting based on the client's goals, current situation, and recent activity. Use short bullet points. This agenda is meant to guide the conversation.]
Post-meeting summary notes template: example
1) Focused and gated template focusing on some categories
Most users expand and modify our default template while keeping the same logic of pre-defining categories into which they want information to be grouped.
Here's an example of meeting notes generated from the template above:
2) Flexible and open template giving more freedom
You can let Vega improvise a lot more and get something more GPT-like by using a template like the one below. This is not the most common way to set up your templates, but we’ve seen it done!
Here's an example of meeting notes generated from the template above:
