Meeting types

Advisors 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).

You are able to customize the output for each meeting type. This concerns the following:

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”.

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.

What should you include in your meeting templates, and how should you write them? Here are two ways to approach it.

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: