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.
Post-meeting work typically includes:
Reviewing the post-meeting summary notes
Identifying action items for you, your team, and the client
Creating tasks
Updating contact records
Sending a thoughtful follow-up email
This process often takes far longer than it should. This is where Vega helps the most by automatically creating clear next steps and follow-ups as soon as the meeting ends.
You stay in control: you review, edit if needed, and then sync with one click.
When your CRM is connected, approved items are synced directly into your CRM. If not, they remain stored in Vega and become part of Vega’s AI knowledge for future meetings.
Post-meeting suggestions
After a meeting, Vega generates four main types of suggestions:
Post-meeting summary notes (often referred to as the “meeting notes”)
Tasks (and workflows)
Contact updates
Follow-up email draft
These suggestions are designed to be reviewed and then synced into your CRM, with the exception of the follow-up email, which is meant to be sent directly to the client. Your CRM remains the source of truth for all contact and relationship data, and Vega’s role is to keep that system up to date quickly, accurately, and with minimal effort.
Suggested post-meeting summary notes
After each meeting, Vega generates post-meeting summary notes that capture the key discussion points, decisions, action items, financial information, and relevant context from the conversation.
These notes follow your meeting template and becomes the primary record of the meeting and serve as the foundation for follow-ups, task creation, and future meeting preparation.
Syncing options
Once reviewed and edited if necessary, the notes can be synced into your CRM with one click. You also have the option to append the transcript by toggling “Append transcript”, which will include the full transcript at the bottom of the post-meeting summary notes when they are synced to your CRM.
Depending on your CRM, you may have multiple ways to sync the post-meeting summary notes. For example, they can be saved in the note object linked to a contact or household, used to update the description of an existing appointment (as in Redtail), synced as a Call (as in Salesforce), stored in a Meeting module (as in Quivr), or handled through other supported objects based on your setup and internal processes. Vega adapts to your CRM’s structure and your workflow.
Suggested tasks (and workflows)
Based on the conversation, Vega proposes concrete tasks for you and your team.
These tasks represent next steps, deliverables, internal actions, or longer-term workflow items.
Each task is generated with suggested fields that matches your CRM setup such as title, description, due date, owner, category, and linked contacts to minimize manual input.
Syncing options
After review, tasks can be selectively synced into your CRM’s task or workflow system. You remain in control of which tasks are synced, which are edited, and which are discarded.
The way tasks are applied in your CRM depends on the system you use and how your firm operates. A suggested task may become a standard Task (or “Activity” in Redtail), be assigned to a specific team member and linked to a contact or household, initiate a workflow (as in Wealthbox), be created as a Case (as in Salesforce), or map into other supported objects. Vega aligns each task with your CRM’s structure so the work flows into the system you already rely on.
Suggested contact updates
Vega identifies potential updates to contact records based on the meeting, including new personal information, financial data, preferences, household changes, and broader relationship context.
For each relevant field, Vega compares what already exists in your CRM with what was discussed during the meeting.
If a field is empty in the CRM, Vega will suggest filling it with the new information.
If a field already contains data, Vega will suggest an update when new or more accurate information is available.
This helps keep client records accurate and current without requiring manual note-taking after every conversation.
Syncing options
Each suggested contact update can be reviewed individually and then synced into your CRM.
The available fields and update behavior depend on your CRM and its data model. Vega adapts its suggestions to match the structure and constraints of your system, so updates flow cleanly into the records you already maintain.
Suggested follow-up email
Vega drafts a client-ready follow-up email that follows your template, summarizing the conversation, confirming next steps, and maintaining relationship continuity.
The email is generated from the Meeting Owner’s point of view and saved directly in the Meeting Owner’s email drafts (Outlook or Gmail).
Quick reminder:
The Meeting Owner is the single Meeting User whose point of view and data are adopted by the Vega AI across the meeting output.
A Meeting User is any Vega user who has access to a meeting
Read article: Meeting User(s) and Meeting Owner.
Customizing and syncing your post-meeting suggestions
This is where Vega really becomes your AI meeting assistant.
Customize your suggestion preferences with us
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. For instance, in Salesforce, notes can be stored as Notes or Calls. If your firm only uses Calls, we can stop suggesting Notes altogether.
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.
Below are some of 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.
Wealthbox
“We want every task to default to John Doe as the assignee, and the priority to always be set to Follow-up.”
Result: Vega now pre-fills the assignee and priority fields on every suggested task to match that rule.
Redtail
“We want all tasks (Activities) to start the day after the meeting, from 6:00 to 7:00 AM, and default to the General Information category. Also, we don’t want the post-meeting summary notes to be synced as a new note object. If the meeting already exists in Redtail, update the appointment description instead so each meeting has a single source of truth.”
Result: Vega now generates tasks with the correct dates, times, and category, and syncs the post-meeting summary notes directly into the existing Redtail appointment.
Salesforce
“We store meeting notes as Calls. We never use the Notes object. For post-meeting tasks, we only want Tasks, never Cases.”
Result: Vega no longer suggests Notes or Cases and only generates Calls and Tasks for this firm.
Quivr
“We want the post-meeting summary notes to sync directly into the Meeting module, not as generic meeting notes in the note object linked to the contact or household.”
Result: Vega routes all post-meeting summary notes into the Quivr Meeting module.
XLR8
“We use Critical Notes as our primary record type.”
Result: Vega syncs the post-meeting summary notes directly into the Critical Notes object.
…and similar customizations have been implemented for firms using Salentica, Practifi, and other CRMs.
How to sync your post-meeting suggestions
On the meeting page, each suggestion appears in a dedicated panel on the right side of the screen. For every item, you can:
Review
Edit
Sync or discard
After reviewing the suggestions and making sure all required fields (marked with an *) are filled, you can sync them to your CRM.
You choose which suggestions to sync to your CRM or remove by toggling them on or off. Clicking into a suggestion opens its full details, where you can review and edit the content before syncing. You can also sync it to your CRM by clicking “Create in [your CRM name]” from the suggestion card.
Once a suggestion category (notes, tasks, or contact updates) has been fully processed, Vega marks it complete with a checkmark (✅), so you always know what has been reviewed and synced.
Anyone with access to the meeting, either as a Meeting User or through the Team collaboration feature, and with any type of Vega seat (full seat or admin seat), can sync suggestions to the CRM.