In wealth management firms, the work rarely stays with one person. Advisors, CSAs, and ops collaborate to cover meetings, review post-meeting summary notes, and draft follow-up emails. Multiple hands are often involved at each step.
The challenge is that you usually want two things at once:
Collaboration (so the right people can help and stay informed)
Proper access control (so you’re not automatically sharing everything across the whole firm)
Vega’s team collaboration feature is built to give you both.
What's a team in Vega?
A team is a named group of two or more Vega users inside the same firm.
Once a team is created, Vega can automatically:
Share access to any new meeting preparation sheets, meeting notes, or automatic email replies that are generated by one member with the rest of their team (based on each team member’s personal sharing settings).
Notify team members by email when new content is generated, respecting their notification preferences.
A key detail: a team does not grant full access to all data of one member. Vega shares access only when an event occurs for one of the Vega users in the team, such as:
Pre-meeting preparation sheet being generated
Post-meeting summary notes being generated
Automatic email draft being generated
In those cases, teammates can view the AI-generated content created by Vega, along with the related meeting or email details.
Who can create and edit teams?
Only Vega users with Admin permission level can create, edit, or delete teams for the firm.
Regular Vega users, who do not have Admin privileges, can:
view the teams they’re part of
benefit from sharing and notifications based on the team’s setup
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.
Create a Vega team (for Vega users with Admin permission level)
To create a team in Vega:
Go to the Vega settings
Open the Teams section
Click Create
Choose a team name and a short description
Add at least two users
Configure sharing per user by selecting one of the following:
Do not share
Share only
Share & notify
The sharing settings are applied at the individual user level, which is an important detail.
For example, if a team member sets their post-meeting summary notes to Share & notify, then whenever Vega generates meeting notes for that person, the rest of the team will automatically gain access to those notes. Depending on each teammate’s notification preferences, they may also receive an email notification when those notes are ready.
How team notifications interact with personal notification settings
Team collaboration in Vega does not override a user’s personal notification preferences. Personal settings always take precedence.
Here’s a concrete example:
Jane has turned off the setting in Vega: “Send me an email when meeting notes are ready.” This means Jane will still see her meeting notes inside Vega, but she will not receive an email when they are generated.
John is on the same team as Jane. John’s team setting for meeting notes is Share & notify.
When Vega generates post-meeting summary notes for John:
Jane will automatically get access to John’s meeting and its notes inside Vega (Share)
Jane will not receive an email notification about those notes (Notify) because her personal notification setting for post-meeting summary notes is turned off
Team settings define who gets access and when, but each user’s personal notification preferences still control how they are notified.
Share your meeting types with your Vega team
Teams are not only about access and notifications. They are also a major driver of consistency across the firm.
If you’ve built meeting templates you want everyone to use (Onboarding, Plan Review, Prospecting, etc.), you can share those meeting types at the team level, not just within your personal account.
Once a meeting type is shared with a team:
Every team member can view and use that meeting type for their own meetings
You reduce duplicate templates and avoid the “everyone has their own version” problem
This helps standardize how your firm prepares for meetings, documents conversations, and follows up with clients.
Unlike team creation, sharing meeting types does not require Admin permission. Any Vega user who belongs to a team, whether they have Admin or User permission level, can share meeting types with their teammates.
How to share a meeting type
Go to the Vega settings
Open the Meetings section
Click on the meeting type you want to share
The meeting type card will open
In the top-right corner of that card, select the Team you want to link to this meeting type
Once linked, that meeting type becomes available to everyone on the team.
