Preparing for a client meeting requires reviewing notes, recent activity, planning data, and open questions, among other things. The process is demanding, sometimes very complex, as context might be spread across the CRM platform, past emails with the client (sometimes sent by teammates), prior meeting notes, and task lists.
Data sources analyzed by Vega for your pre-meeting preparation sheet:
Regular notes
Meeting notes
Meeting transcripts
Tasks
Workflows
Emails
CRM fields
Tax and planning rule updates
Market performance and news
[Coming soon] Financial planning data
[Coming soon] Portfolio data
Don't hesitate to reach out to [email protected] if you want to integrate special datasets into your pre-meeting preparation sheets.
This is where the Vega AI steps in. By automatically assembling that context into a structured pre-meeting preparation sheet, and supporting it with a pre-meeting reminder email, Vega helps you prepare faster, with fewer gaps, and with more confidence. The result is time saved before the meeting and more focus where it matters most: the conversation itself.
What does Vega generate before a meeting?
Vega produces two distinct (but related) outputs before a meeting:
Pre-meeting preparation sheet
This is the internal briefing generated by Vega to help you quickly re-orient yourself before the meeting. It typically includes:
Relevant contact context (clients, prospects, households)
Planning data
Recent emails and interactions
Open tasks or follow-ups
Prior meeting notes
Agenda or focus areas, if defined
This is where Vega helps you get your head back into the relationship and focus on what matters most for the upcoming conversation.
Pre-meeting reminder email
This is an optional, client-facing email sent before the meeting. It confirms logistics and signals preparedness by reflecting awareness of the client’s situation and the purpose of the meeting and, when helpful, the agenda or key questions.
How is Vega's meeting prep workflow triggered?
There are several ways a meeting prep can be generated in Vega.
Automatic
The automatic meeting prep is triggered based on your preparation timing, which you can configure in your Vega settings (for example, 2 days before the meeting).
When running automatically, Vega will:
Select the Meeting Owner
Select the meeting type
Vega makes these selections based on the information available in the meeting, such as the meeting title, description, and participants.
Manual
Any Meeting User can manually trigger a meeting prep at any time from the meeting page. This is useful when:
You want to explicitly choose the Meeting Owner
You want to select the meeting type
Automatic meeting prep is enabled, but you are ahead of schedule and want to prepare earlier
Automatic meeting prep is disabled, and you want Vega to run the prep only when you decide
Manual triggering gives you full control over when and how Vega prepares the meeting.
Re-run manually
A meeting prep can be re-run as many times as needed. Each time, Vega pulls the most up-to-date context available. Re-running a meeting prep is useful when:
The initial prep was triggered automatically and the Meeting Owner or meeting type was not the right one
New information was added to the CRM or recent email communications occurred
The meeting agenda changed
You want a fresh version closer to the meeting
Because Vega always re-evaluates context, each re-run reflects the latest data.
Quick reminder:
A Meeting User is any Vega user who has access to a meeting
The Meeting Owner is the single Meeting User whose point of view and data are adopted by the Vega AI across the meeting outputs
Read article: Meeting User(s) and Meeting Owner.
Where does the meeting prep information come from?
A Vega meeting prep is not generic. It’s assembled from multiple sources, including:
Past notes and tasks from the CRM the Meeting Owner has access to (if your CRM is connected to Vega)
Contacts linked to the meeting
Past meetings involving those contacts
Emails sent and received by the Meeting Owner
Meeting metadata (type, agenda, timing)
Importantly, Vega uses data the Meeting Owner can access. It will not use the CRM data and emails other Meeting Users have access to that the Meeting Owner can't access.
Customizing your meeting preparation
Customization is the most powerful aspect of your Vega meeting assistant.
Customize your meeting prep settings
Directly in your Vega settings, you can control how and when meeting preparation happens.
Specifically, you can decide:
Whether the automatic meeting prep feature runs at all
The preparation timing, which defines how far in advance Vega prepares your meeting: 4 hours, 12 hours, 1 day, 2 days (default), 1 week, 2 weeks, 1 month
Whether you receive email notifications, by choosing if Vega should notify you by email when a meeting preparation is ready.
Whether automatic meeting prep runs for internal meetings. By default, Vega triggers meeting prep when contacts are linked to a meeting. However, Vega can also tell when a meeting is internal by looking at the contact type in your CRM and the email domains of the meeting participants
Together, these settings let you balance automation, timing, and notifications with the level of control that fits how you actually work.
Customize your output with meeting templates
Beyond the timing of your meeting preps, you can also control how the outputs read.
In Vega, you can customize templates for each meeting type and for the following outputs:
Pre-meeting preparation sheet
Pre-meeting reminder email
Post-meeting summary notes (read article: Post-meeting analysis)
Post-meeting follow-up email (read article: Post-meeting analysis)
Email subject line
How templates work in Vega
Templates in Vega are written in plain text. We sometimes refer to this as “soft coding.” You simply write natural instructions that tell Vega how to structure and write each section.
There are two core building blocks:
1. Bracketed instructions
Anything written inside [square brackets] gives Vega guidance on how to handle that section. For example, you can specify what tone to use, what kind of information to include, and how detailed a section should be.
2. Variables
Variables start with a $ sign (for example: $meeting_title, $first_name, $last_name).
These automatically pull real data from the meeting or your Vega user profile
Together, bracketed instructions and variables give you very fine control over how Vega generates meeting preparation sheets and emails.
Templates are what drive Vega’s outputs. They are powerful precisely because they are flexible, and because you can define different templates for different meeting types (read article: Meeting types).
Customizing a pre-meeting preparation sheet
Now that we know how templates work in Vega, let's customize a pre-meeting preparation sheet.
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.]