Vega adapts to how you work and to your processes. The more accurate your settings are, the more consistently Vega can:
draft emails that match your tone and formatting
prepare for meetings the way you actually run them
generate post-meeting outputs that fit your CRM workflow
reduce "cleanup" after the AI produces something
In short, a few minutes spent in your Vega settings can save you a lot of time later.
Customize your Vega settings
You can find these under your Vega settings.
Profile
The Profile section helps Vega understand who you are and what you do.
Title and role: The role field is especially worth expanding beyond the default. Adding real detail helps Vega better understand your day-to-day work and reflect it in its outputs (meeting notes, email drafts, client communication style, suggested tasks, and workflows).
Preferences
The Preferences section helps Vega behave correctly across time zones and client scheduling.
Preferred timezone: Your default is set based on where you were when you created your account, but you can change it anytime. This matters for meeting prep timing, task due dates, and when drafting emails. For example, when suggesting times to a client, Vega will use this timezone.
Scheduling links: You can list one or more scheduling links with a short description for each. When Vega automatically drafts an email and recognizes it would be helpful to offer time to the client, it will select the appropriate link based on the context. The same applies when you instruct Vega through the Vega Outlook plugin or the Vega Gmail assistant.
If you use Calendly, you can connect it through the Integrations page. Once connected, your Calendly links and descriptions will automatically populate in this field.
Emails
The Emails section controls how Vega formats the drafts it creates.
Preferred email font and size: Vega defaults to your email provider’s standard settings. You can adjust both the email font and size, with about 15 font options available along with the usual size selections.
If you created your account using Google, Vega uses Gmail’s default formatting, which is Arial 11 (Arial is the equivalent of Google’s Sans Serif font. Google actually calls “Sans Serif” a property of a font that is really just “Arial Sans Serif”).
If you created your account using Microsoft, Vega uses Outlook’s default formatting, Aptos 11.
Email signature: Email [email protected] with your signature included, and set the subject line to “Email signature.” The team will add it to your account within 24 hours. Once saved, your signature will be appended to emails Vega generates in your email client drafts folder, including pre-meeting reminder emails, post-meeting follow-up emails, and automatic email drafts.
Meetings
The Meetings section controls how Vega prepares for meetings and how meeting workflows run.
Customize your meeting types: Your meeting types (Prospecting, Onboarding, Plan review, etc.) drive the structure of your meeting outputs. You can create, edit, and customize as many as you want (read our Help Center article on how to manage and customize meeting types).
Customize meeting preparation timing: Choose how far in advance Vega should run meeting preparation (4 hours, 8 hours, 12 hours, 1 day, 2 days, 1 week, 2 weeks, 1 month).
Automatic meeting prep for internal meetings: By default, this is off and Vega only generates pre-meeting preparation sheets for client and prospect meetings. If you want Vega to generate prep for internal meetings as well, you can enable it.
Meeting bot name: If you are using the Vega bot for recording virtual meetings, you can customize the name that appears when Vega joins the meeting.
Automatically send bot to client meetings: By default, this is off as we recommend using your platform’s native recording features (Zoom, Google Meet, Microsoft Teams, etc.) when possible. You can turn it on so Vega automatically joins all your client meetings without any action from you.
Admin (admins only)
What is an Admin in Vega?
The Admin permission level gives a Vega user full visibility into the firm's setup and access to key administrative controls, including:
Firm users and permissions
Billing and subscription management
Usage and reporting
Both Admin and User permission levels have access to the same AI features in Vega. The difference is strictly in administrative control, not in product capabilities.
The Admin section is where firm-level setup and oversight are managed.
Manage subscription and invite users: Add new users, manage seats, and handle subscription-related actions.
Change permission levels (Admin vs User): Control which users have Admin permissions and which have User permissions.
Create and edit teams: Set up teams to support collaboration and sharing access and notifications across the firm.
Access the Compliance section in the Vega settings: Review and manage compliance-related configurations.
View the Reports page for the entire firm: Admins can see usage and activity across all users, not just their own.
Customize even further with the Vega team
The Vega settings cover a lot, but many firms also want Vega to match internal standards more precisely. If that’s the case, you can reply to this email or reach out to [email protected] and the Vega team can help you customize further.
Writing style guidance and Memories
Writing style: If you have specific preferences and patterns around tone, cadence, openings, closings, formatting, or general style, you can share that guidance with us. We translate it into instructions on our side so Vega reflects those patterns consistently. You don’t need to write prompts or templates. Just describe your preferences in plain language.
Memories: We created the first AI in the planning industry that remembers. You can add clues along the lines of "remember this," "note it for next time," "save that info" to any instruction you send to the Vega AI (through the Vega chat, your email plugin, or the "magic wand" rewrite prompt), and our application will save a Memory. The Memory will be retrieved the next time our AI considers it will improve its own output. Here are the kind of memories that are helpful:
A writing style preference: "Note that I don't like to use bullet points, I prefer paragraphs."
A fact about a client: "Remember that Jane can only have her annual review in the winter, she travels abroad from March to October."
A template idea: "For COI meetings, don't take notes as long as for client reviews. Cut to the chase. Remember this."
Post-meeting suggestions
In Vega, a “suggestion” is the result of an AI analysis triggered by a new event, such as a client meeting, an email from a client, a message, or a form submission. Based on that event, Vega identifies which key data records in your system should be created or updated across your tech stack (CRM, financial planning, portfolio management). It then prepares those updates so that your only remaining step is to review them and click Sync.
By default, Vega generates post-meeting suggestions based on your CRM’s standard structure. However, many firms have specific internal processes and workflows, and Vega can be configured to align with those.
For example, you may want the post-meeting summary notes to sync only to a specific CRM object, while Vega may currently suggest additional objects that your team does not use. The same applies to tasks and other suggested items.
The best way to customize this is simply to email us and tell us which objects your team actually uses in your CRM. We can then adjust Vega’s suggestions accordingly. We can also remove certain suggestion types entirely to reduce noise.
Beyond the type of object, the fields within those objects can also be customized. For example, for suggested tasks, you may want the task category, assignee, priority, or start date to follow consistent defaults. While Vega already pre-fills fields using meeting context, firm information, and prior data, we can fine-tune this behavior so those fields are filled according to your specific preferences.
Read this Help Center article to learn more about post-meeting suggestions and the most common customization requests we receive from Vega users. These may help you think through how you would like to tailor your own post-meeting suggestions to make review and syncing even faster.
And more...
If you have a firm workflow you want Vega to match, send it to us. We’ll tell you what’s configurable and implement it on our end.