This article outlines several effective methods for tracking client reviews in Wealthbox, helping advisors stay organized and deliver consistent service. There are a few different ways to track annual client meetings in Wealthbox—some users prefer setting them up as yearly tasks, others use workflows, and some create them as recurring events. The best method depends on your firm’s processes and preferences.

Tags

• Create and apply monthly tags (e.g., "January Review") to contacts to easily filter and schedule client reviews by month.

Recurring Task

• A repeating task can then be created based on the frequency to set reminders to schedule the review.

• The recurring task will always repeat at the specified date, regardless of when the task is completed.
• Firms that are more focused on “time of year” usually prefer a recurring task. 

Events

• Event Categories allow you to label events easily. Adding event categories will also help when running reports for specific event types.

• Categorizing all client review events with categories such as "Review Meeting" Or "Annual Review" will allow you to report on upcoming or previous reviews by contact, event, or date range.

• Workspace admins and account owners can customize event categories.

Workflows

• Reviews typically involve multiple steps, like preparing reports, scheduling meetings, and following up with clients. A workflow ensures each step happens in the correct order and that nothing is overlooked. This consistency improves quality and ensures every client receives the same level of service.

• Firms that want to automate reminders and follow-ups usually prefer Workflows to manage the entire review process, from start to finish.
• Firms that delegate or assign specific processes or steps concerning the reviews prefer workflows, as each workflow step can be assigned individually or broken into subtasks. 
• Client Review Template - Wealthbox Library: Wealthbox offers pre-built workflow templates that can serve as a starting point. The templates are available by clicking the 'Workflow' tab on the left-hand panel of Wealthbox > Manage templates page and filtering for the 'Wealthbox workflow library." If you'd like to use the "Client Review" workflow template or customize it for your needs, you can select "Duplicate" to the right of the desired workflow and customize it to your liking. The template is a great starting point and example to review to get an understanding of how Workflows can help organize your reviews or client meetings.
• See: How-to video - How to Use the Wealthbox Library of Workflows
• Pro Plan- Suggested Actions: What is the Suggested Actions feature for Workflow Steps?
  
  • Pro-level users can leverage the Suggested Actions feature in workflow steps to email more seamlessly or use Click-to-call to confirm meetings and send follow-ups.
• Premier plan features: Premier-level users can access Workflow Actions to update custom fields, for example, "Last Review Date," send confirmation and thank you emails, and more!
  

Logging Review Meeting Notes

A note template is helpful for logging client review notes because it provides a consistent structure that ensures important details aren’t missed. By using a template, advisors can quickly and efficiently capture key points from each review meeting, such as goals discussed, action items, financial updates, and follow-ups, without starting from scratch every time.

This consistency improves documentation, makes it easier to reference past meetings, and supports better client service by creating a clear history of conversations and progress. It also helps teams stay aligned and ensures compliance requirements are met by capturing the right information every time.

To make these notes even easier to identify and report on later, you can add a "Review Meeting" tag to the template.

See: How can I create and use Note Templates?

Common questions and best practices for tracking client reviews

Q: How can I efficiently tell when a client's last review took place in Wealthbox?

A:  Coupling a Custom Date field with any of the methods above. You can use a custom date field to display the last review date for each contact. This field is easily viewable from the contact record, allowing for a quick reference. Additionally, the data can be included in reports, helping ensure that all clients are staying on schedule with their review meetings. This approach supports better organization, visibility, and accountability in your client review process.

If you review clients on multiple schedules (e.g., quarterly, annually, or bi-annually), it's also recommended to add an additional custom field to track each client's review cadence. This added layer of tracking helps you segment clients by review frequency and ensures no one falls through the cracks.

See: How to Create Custom Fields

💡 Best Practice Tip

To more effectively track client review meetings, we recommend creating the following three custom fields in your contact records:

• Last Review Date
• Last Attempted Review Date
• Review Schedule

These fields allow you to easily track your ongoing review cadence and see when a meeting was last completed or attempted. Once in place, you can run reports using these fields to identify clients who are overdue for a review or have never had one scheduled.

To help keep this process consistent:

• Add steps to your workflows, prompting your team to update these custom fields as part of their review meeting process.
• If you’re on the Premier plan, take advantage of the Custom Actions feature to quickly populate these fields directly from the contact record.

By building these checkpoints into your workflow, you’ll ensure your client review process stays proactive and audit-ready.