The outputs prepared by the Vega AI are only as good as the context the Vega AI can access. In order to produce a comprehensive pre-meeting preparation sheet, accurate post-meeting summary notes, or an efficient post-meeting follow-up email, the Vega AI needs to know who the real owner of the relationship is (Meeting Owner) and what members of your firm will access that meeting's data and will be able to designate the owner (Meeting Users).
"Meeting User(s)" means one or more members of your firm who are assigned a Vega seat and have access to a given meeting's data.
"Meeting Owner" means the single Meeting User who has special rights and responsibilities for that meeting as described in this article.
Meeting User
What can a Meeting User do?
Meeting Users can:
Remove/add contacts to the meeting
Connecting the right clients to a meeting lets the AI gather general context about the relationship and provide Meeting Users with a more intelligent pre-meeting preparation sheet (also known as "meeting prep").
Select the preferred meeting type for the meeting (read article: Meeting types)
Selecting the right meeting type allows the AI to follow appropriate templates for the pre-meeting preparation sheet, the post-meeting summary notes, and the post-meeting follow-up email draft.
Run and re-run the pre-meeting preparation sheet (read article: Meeting preparation)
Run and re-run the post-meeting analysis (read article: Meeting analysis) and manage outputs pertaining to the meeting analysis, including:
Edit the post-meeting summary notes manually
Use the "Rewrite with AI" feature: rewrite the meeting notes by giving additional instructions to the Vega AI
Edit the post-meeting follow-up email draft
Edit and send suggested updates to the CRM (note, tasks, contact fields)
Edit some of the meeting's metadata (e.g., add/remove Meeting Users)
Who can become a Meeting User?
There can be multiple Meeting Users for a single meeting. A user can gain access to a meeting and become a Meeting User in three ways:
If their email address is among the meeting participants in the integrated calendar event (Outlook Calendar, Google Calendar, Redtail Calendar, etc.)
If they're manually added to the meeting in Vega by an existing Meeting User (by clicking "Add" at the bottom of the meeting page under "Users")
If they're on the same Vega team as at least one other Meeting User (read article: Collaborating with Vega teams)
Meeting Owner
How can you tell who the Meeting Owner is?
There are two ways you can know:
Click the "Edit" icon in the top-right corner of your Vega meeting page. The Meeting Owner's name will appear and you'll be able to select meeting types they have access to.
Open the email notification after a pre-meeting preparation sheet or post-meeting summary notes are processed. The email will say: "Meeting Owner: [Name]."
What does being the Meeting Owner entail?
A pre-meeting preparation sheet, post-meeting summary notes, and a post-meeting follow-up email prepared by the Vega AI are only as good as the context the Vega AI can access. In particular, the Vega AI needs to know who the real owner of the relationship is (main decision maker regarding financial planning decisions, main point of contact for the client, primary manager of the client relationship). And the Vega AI needs to adopt their point of view.
The Meeting Owner is the single Meeting User whose point of view is adopted by the Vega AI across the meeting outputs (pre-meeting preparation sheet, post-meeting summary notes, post-meeting follow-up email).
Concretely, the AI will:
Use the CRM data the Meeting Owner has access to for the meeting contacts, in order to gather helpful context around the meeting
It will not use the CRM data other Meeting Users' have access to that the Meeting Owner can't access
Look into emails sent by the Meeting Owner to the meeting contacts and received by the Meeting Owner from them, in order to gather additional context and adopt the Meeting Owner's writing style and tone for the post-meeting follow-up email draft
The Meeting Owner is also the single Meeting User whose meeting types and corresponding meeting templates (read article: Meeting types) can be selected for the meeting. Other Meeting Users will only be able to run a meeting according to the meeting type selected among the types available to the Meeting Owner.
Who can become the Meeting Owner?
You can define the Meeting Owner by clicking the "Edit" icon in the top-right corner of your meeting page. However, most of the time, the right Meeting Owner will be automatically pre-selected by Vega:
If one of the Meeting Users is also the organizer of the meeting according to the calendar event (Outlook Calendar, Google Calendar, Redtail Calendar), then that user becomes the Meeting Owner by default
If none of the Meeting Users is the organizer in Outlook, Vega will temporarily pick the Meeting Owner among the Meeting Users based on their recent CRM data, emails, and past meetings data related to the meeting contacts
Concretely, this happens when an assistant who doesn't have a Vega license organizes a calendar event on behalf of calendar users who have a Vega license and are Meeting Users
In this scenario, Vega will infer from CRM data, emails, and past meetings data who, among the Meeting Users, is the primary owner of the relationship in order to make them the Meeting Owner
If there was no calendar event, the Meeting User who hosts and records the virtual meeting (Zoom, Microsoft Teams, Google Meet) or records the in person meeting with their device (iOS, Android, Vega in the browser) will become the Meeting Owner