Understanding and Using Meeting Intelligence

Learning Team

Some of the functionality described in this article is available as part of our Fiano release and will not be available if your Practifi instance is not upgraded to this release.

Overview

Meeting Intelligence is part of the Practifi Intelligence suite that simplifies how meetings are captured, summarized, and actioned. It eliminates the tension between staying present with clients and capturing every important detail by using AI to handle meeting documentation automatically. With Meeting Intelligence, advisors can concentrate on building relationships while Notetaker records conversations, generates professional summaries, and highlights action items all within your existing Practifi workflow.

This article explains how Meeting Intelligence can help your teams save time, improve accuracy, and strengthen client relationships.

Please note: Meeting Intelligence is a part of our Practifi Intelligence add-on. To request access to this feature, please reach out to your Client Success Manager or Practifi contact. Enabling Meeting Intelligence requires signing additional data processing agreements as part of our partnership with our AI provider.

What Is Meeting Intelligence?
Notetaker Overview
Setting Up the Notetaker
How the Notetaker Works
Working With Meeting Summaries
Meeting Sentiment
Meeting Topic Classification
Meeting Transcripts
Action Items and Follow-Ups
Compliance and Transcript Storage
Best Practices

What Is Meeting Intelligence?

Every advisor knows the tension that comes with client meetings: you want to stay fully focused on the conversation, but you also need to capture every detail, so nothing gets missed later. Dollar amounts, deadlines, personal context, and follow-up tasks all arrive at once. Trying to keep track of it all while staying present is stressful and often unrealistic. Important insights slip through, tasks get delayed, and documentation takes longer than it should.

Meeting Intelligence changes that by providing:

Automatic meeting capture

Notetaker joins your video calls automatically based on your Outlook calendar
Records full audio and video throughout the conversation
With Outlook integration, no manual action is required from advisors

Meeting summaries

Generation begins immediately after meetings end
Include key discussion points, decisions made, and identified next steps
Saved to the Meetings page in Practifi
Automatically stored as Smart Notes by default, with additional storage options available
Can be copied to your clipboard with a single click

Meeting insights

Each completed meeting displays a sentiment indicator reflecting the overall tone of the conversation
Meetings are automatically classified into topic categories based on conversation content
Sentiment and topic data are visible on meeting records and filterable in the Meetings app

Instant action items

Follow-up Assistant analyzes meeting content automatically
Suggests relevant processes, templated tasks, and custom tasks
Creates actionable follow-up items with one-click acceptance
Ensures nothing falls through the cracks

Meeting compliance

Firms control whether transcripts are stored
Recordings are not stored
Meeting data stays within your secure Practifi environment
Supports compliance requirements for wealth management firms

Notetaker Overview

Practifi's Notetaker is the core component of Meeting Intelligence. It's an AI-powered assistant that joins your video conferencing calls, captures the conversation, and automatically generates documentation.

What Notetaker does:

Detects scheduled meetings from your connected Microsoft Outlook calendar
Joins video calls two minutes before the start time
Can be invited to ad-hoc meetings using the meeting URL
Records audio and video throughout the meeting
Generates transcripts stored securely in Practifi
Creates professional meeting summaries with key points and action items
Automatically stores summaries as Smart Notes linked to the related entity (when enabled)
Analyzes conversation tone to produce a meeting sentiment indicator
Assigns each meeting a topic category based on conversation content
Integrates with Follow-up Assistant to suggest next steps

What the Notetaker doesn't do:

It doesn't replace your participation in meetings
It doesn't make decisions about what's important
It doesn't automatically share information externally

Setting Up the Notetaker

Microsoft Outlook Integration

System Administrators can integrate your Practifi instance with Notetaker. This allows users to authenticate their calendars, enabling the Notetaker bot to join their meetings automatically.

For instructions on setting up the Outlook integration for Notetaker, see our article on Enabling Notetaker.

Calendar Authentication

Practifi supports integration with Microsoft Outlook. To join meetings automatically, Notetaker requires access to users' calendars to detect scheduled meetings and join them automatically. This is a one-time setup process.

For more information on linking your Outlook calendar, see our article on Using Notetaker.

Supported Video Platforms

Users can invite Notetaker to join Microsoft Teams, Google Meet, and Zoom meetings by clicking the Send Notetaker button on the Meetings page and providing the meeting URL. Notetaker joins the meeting as a participant and generates a transcript and meeting summary after the meeting concludes.

Please note: Notetaker can only join meetings on the platforms listed above. In-person meeting capture is planned for a future release. For meetings on unsupported platforms or in person, you can still use Relationship Intelligence features like Smart Notes and Follow-up Assistant, or take notes manually.

How the Notetaker Works

Automatic Meeting Detection

Once your Outlook calendar is authenticated, the Notetaker monitors your schedule for external meetings that should be recorded:

Meeting detection: The Notetaker scans your calendar for scheduled external meetings with video conferencing links.
Pre-meeting preparation: Two minutes before the meeting starts, the Notetaker prepares to join.
Automatic joining: The Notetaker joins the video call using the meeting link from your calendar.
Throughout the meeting, the Notetaker captures audio and video but does not participate.

Meetings that the Notetaker will join automatically:

External meetings with client or prospect email domains
Meetings with supported video conferencing links (Microsoft)
Meetings marked as external (not internal-only meetings)
Meetings on your authenticated calendar

Meetings that the Notetaker will not join:

Internal meetings (only your firm's team members)
Meetings without video conferencing links
Meetings on unsupported platforms
Meetings that the user has manually excluded or has not invited the Notetaker bot to join

Please note: Practifi Administrators can configure Notetaker to join external meetings only or both internal and external meetings. Notetaker identifies an internal meeting as one in which every attendee's email domain matches the organizer's.

Meeting Capture Process

During the meeting, the Notetaker operates in the background:

Joins the call approximately two minutes before the start time.
Captures audio and video throughout the entire meeting.
Generates a transcript of the conversation.
Concludes recording when the meeting ends.
Processes the content to create summaries and identify action items.
Saves everything to the Meeting record in Practifi.

With Outlook integration, the entire process is automatic. Advisors don't need to start or stop the recording or manually upload files. However, they can pause recording if sensitive information is being discussed or remove the Notetaker bot from the meeting entirely if the client objects to being recorded.

Recording Transparency

The Notetaker bot joins meetings and appears in the participant list. Your Practifi Administrator can configure the bot's display name to make it clear it is an AI participant. Your web conferencing platform might have additional settings to notify meeting participants when a notetaker joins.

Best practices for transparency:

Inform clients at the beginning of the meeting that you use AI note-taking for documentation.
Explain that the recording helps ensure accuracy and follow-through.
Include a note about AI note-taking in meeting invitations or confirmation emails.
Have a standard verbal script: "We're using an AI assistant to help with documentation today, so our notes are accurate and complete."

Please note: Recording laws vary by jurisdiction. Some locations require all-party consent for recording. Check with your compliance team to ensure your meeting recording practices comply with applicable regulations in your jurisdiction.

Working With Meeting Summaries

Accessing Meeting Summaries

Meeting summaries are generated automatically after each recorded meeting ends, giving advisors a reliable reference point before the details fade. They're saved directly to the Meeting record in Practifi.

To access a meeting summary:

On the Meetings page, locate the meeting in the timeline.
Click on the meeting to open the full details.
The meeting summary appears at the top of the meeting record.
Click the View Transcript button to access the complete transcript if needed.

Processing time for transcripts and meeting summaries for shorter meetings is typically around 5 minutes. Meetings that last an hour or more will take longer to process.

A clipboard icon appears in the meeting summary header, alongside the View Transcript button. Clicking it copies the meeting summary as plain text to your clipboard, and a confirmation message lets you know the copy was successful. A Copy Summary button also appears inside the transcript window, so you can grab the summary without closing the transcript view. When the window is narrowed, the button collapses into an overflow menu to keep the header uncluttered.

Summary Content and Structure

AI-generated meeting summaries include the following sections:

Key Discussion Points:

Main topics covered during the meeting
Important context or background information shared
Client questions or concerns raised
Advisor recommendations or guidance provided

Decisions Made:

Specific decisions reached during the meeting
Agreements between advisor and client
Changes to existing plans or strategies
Timeline or deadline commitments

Action Items:

Tasks to be completed by the advisor or team
Client homework or information to provide
Scheduled follow-up meetings or check-ins
Third-party actions (accountant, attorney, etc.)

Client Goals and Concerns:

Goals discussed or clarified during the meeting
New concerns or priorities that emerged
Changes to existing goals or timelines
Life events that may impact planning

The structure and depth of summaries will vary based on meeting content and length. Longer, more complex meetings will generate more detailed summaries.

Adding Meeting Summaries to Smart Notes

You can create comprehensive meeting notes that combine your pre-meeting preparation, the AI summary, and post-meeting thoughts:

Before or after a meeting, create a new Smart Note.
Add your pre-meeting preparation or context.
When ready to insert the AI summary, place your cursor where you want it to appear.
From the Smart Notes floating menu, select + Add Meeting Summary.
The placeholder shows "Meeting summary will appear here" with an Event relationship indicator.
Once processing completes, the placeholder automatically updates to display the formatted summary content.
Add your post-meeting notes, observations, or follow-up plans below the summary.

Best Practice: Create a Smart Note template with sections for pre-meeting prep, a placeholder for the meeting summary, and post-meeting action items. This creates consistent, comprehensive meeting documentation.

Summary Storage Options

Meeting summaries can be automatically stored as Smart Notes once processing is complete. The Smart Note is linked to the meeting's related entity, whether a Household, Organization, or Individual. It contains the full summary in formatted HTML, preserving the original structure and section headings. You can open it, annotate it, and use it as a working document alongside the rest of your notes. The Meeting record retains its own copy of the summary regardless of any changes you make in the Smart Note.

Practifi Administrators can configure where summaries are stored using the Summary Storage drop-down menu in Notetaker settings. To learn more, please see our Enabling Notetaker article.

Please note: If your organization is already using the Meeting Summary component on the Event page layout, summaries will appear in both the component and as a Smart Note when the Smart Note option is selected.

Meeting Sentiment

Each completed meeting displays a sentiment indicator that reflects the overall tone of the client-advisor conversation, an at-a-glance signal of relationship health that doesn't require reading the full transcript or summary. A colored badge appears directly on the meeting detail view:

Positive (green): the client showed trust, engagement, or satisfaction
Neutral (gray): a routine interaction with no strong emotional signals
Negative (red): signs of frustration, disengagement, or a loss of confidence

When you hover over the badge, a brief explanation of the classification will appear. Each entity record now includes the new field Most Recent Meeting Sentiment. This addition allows you to quickly assess the health of the relationship without opening each meeting record.

The sentiment model is calibrated specifically for wealth management conversations. A constructive discussion about portfolio losses is considered positive if the client feels heard and confident. In contrast, a surface-level conversation that seems "fine" may be neutral or even negative if the client is disengaged. The model evaluates the dynamics of the client-advisor relationship, not the subject matter of the discussion.

A Negative Meeting Sentiment report is included in the Practifi Intelligence Reports folder, showing meetings with negative sentiment from the last 90 days grouped by entity and sorted by date.

Practifi Administrators configure meeting Sentiment in Meeting Intelligence settings. When the Meeting Intelligence setting is disabled, sentiment analysis is not performed on any meetings processed by Notetaker. Meetings processed before the toggle is enabled will not have sentiment data; they will need to be reprocessed to generate sentiment analysis. If you don't see the sentiment analysis features shown above, reach out to your Practifi Administrator.

Meeting Topic Classification

Each completed meeting is automatically classified into a topic category based on the substance of the conversation, turning an undifferentiated list of meetings into a structured, filterable dataset. A topic badge appears on the meeting detail view, and a Filter by Topic drop-down in the Meetings app lets you narrow your meetings list to a specific category. The default categories are:

Annual Review
Estate Planning
Financial Planning
Initial Consultation
Insurance Review
Portfolio Review
Retirement Planning
Tax Planning

Meetings that don't clearly fit a configured category are classified as General Discussion.

Administrators can configure topic categories, including creating new ones and updating existing ones, under the Topic Categories tab in Notetaker settings.

Please note: Topic classification is always on and requires no configuration. There is no toggle to disable it.

Meeting Transcripts

In addition to summaries, Notetaker creates full transcripts of recorded meetings. Transcripts capture every word spoken during the meeting and are stored securely in Practifi.

Reviewing a meeting transcript can help you see the full context beyond what's included in the meeting summary. Transcripts are searchable, allowing you to quickly find specific topics or keywords when you need to verify exact wording or revisit a specific moment in the conversation.

Please note: Firms can configure whether transcripts are stored in accordance with their compliance policies. Your System Administrator controls transcript storage settings at the firm level. Even if summaries are generated, transcripts may not be retained based on your firm's policies.

Action Items and Follow-Ups

Meeting Intelligence integrates seamlessly with Follow-up Assistant (part of Relationship Intelligence) to turn meeting content into actionable tasks:

Automatic analysis: After the meeting summary is generated, Follow-up Assistant automatically analyzes the content to identify potential action items. This happens without any manual intervention.

Suggested actions: Follow-up Assistant suggests:

Templated tasks from your firm's task library that match any discussed actions
Processes that should be launched based on commitments made
Custom tasks with descriptions pre-filled from meeting content

Review and accept: You review the Follow-up Assistant's suggestions and accept the relevant ones. Accepted suggestions automatically create tasks or initiate processes with appropriate assignments and deadlines.

For more information about Follow-up Assistant, see Using Notetaker.

Compliance and Transcript Storage

Meeting Intelligence is designed to support compliance requirements for wealth management firms while giving you control over data retention.

Firm-level controls: System Administrators can configure:

Transcript storage: Whether full transcripts are retained or only summaries are kept.
Access permissions: Which users can view meeting summaries and transcripts.

For more information on Notetaker settings, see Enabling Notetaker.

Best practices for compliance:

Document your firm's meeting recording policy in writing.
Include consent language in meeting invitations when required.
Train advisors on proper recording notification procedures.
Review stored meeting data periodically to ensure it aligns with retention policies.
Work with your compliance team to validate that recording practices meet regulatory requirements.

Please note: Recording and retention requirements vary by jurisdiction and regulatory body. Consult with your compliance team and legal counsel to ensure your use of Meeting Intelligence complies with all applicable regulations, including state recording consent laws, SEC recordkeeping requirements, and FINRA rules.

Best Practices

For successful meetings:

Test Notetaker with internal meetings before using it with clients.
Develop a standard opening statement to inform clients about AI note-taking.
Ensure meeting links are in Outlook calendar invitations so Notetaker can join automatically.
Check that the Notetaker has joined successfully at the beginning of each call.

For high-quality documentation:

Speak clearly and avoid talking over each other when possible.
Use clients' names naturally in conversation to help identify participants.
Verbally summarize key decisions and action items before ending the meeting.
Reference specific dates, amounts, and details explicitly rather than saying "that" or "it".
Record follow-up meetings even if brief. Every interaction provides valuable context.

For effective follow-through:

Review meeting summaries within 24 hours while the conversation is still fresh.
Edit meeting summaries within Smart Notes to add any important context the AI may have missed.
Act on Follow-up Assistant suggestions promptly to maintain momentum.
Share relevant summary sections with clients when appropriate to confirm understanding.
Use meeting summaries as preparation for the next client interaction.

For team adoption:

Start with a pilot group of advisors who are comfortable with AI tools.
Gather feedback and refine your meeting recording practices before a wider rollout.
Create templates for client communication about AI note-taking.
Train support staff on how to access and use meeting summaries for follow-up.
Monitor adoption metrics to ensure consistent usage across the team.

For integration with Relationship Intelligence:

Add meeting summaries to Smart Notes when preparing follow-ups.
Accept relevant Follow-up Assistant suggestions to ensure tasks are created.
Build a practice of reviewing summaries and suggestions together as part of the post-meeting routine.
Train your team to leverage the complete intelligence ecosystem, not just isolated features.