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 summary notes)
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 outputs with Vega users or teams
With the Team collaboration feature, meeting types can be either personal or team-based, and both can be used to configure collaboration around meeting outputs.
A personal meeting type belongs to one user. That user is the only one who can edit it.
A team meeting type belongs to a team. Anyone on that team can edit it.
When editing a meeting type, Vega lets you configure sharing and notification behavior separately depending on the stage of the meeting workflow.
Under Before the meeting, you can configure collaboration for:
the pre-meeting preparation sheet
the pre-meeting reminder email
Under After the meeting, you can configure collaboration for:
the post-meeting summary notes
the post-meeting follow-up email
In each case, you can define:
Share with users or teams
This determines who can access the generated output.
Notify users or teams
This determines who receives a notification when that output is created.
This means collaboration in Vega is configured at the level of the stage of the meeting workflow (before the meeting and after the meeting).
For example, you may want:
the meeting preparation to be shared with one group
the post-meeting analysis to be shared with a different group
That level of control is available directly inside the meeting type.
The important distinction to keep in mind is:
Personal meeting type: can include sharing and notification rules, but only the owner can edit the meeting type
Team meeting type: can also include sharing and notification rules, and anyone on the team can edit the meeting type
This structure allows firms to standardize both the templates themselves and the collaboration rules around those templates.
When a meeting type is selected by Vega to generate a meeting output (for example, a meeting preparation sheet or a post-meeting analysis including meeting notes, follow-up email, tasks, and contact suggestions), the meeting host is set as the meeting owner.
If you decide to re-run the notes, you can change the meeting owner from your list of team members, as well as the meeting type, before clicking the Run icon.
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:
