This article provides an overview of the new Meetings and AI Notetaker features in Wealthbox. You’ll learn how to set up each one, explore their key features and functions, and find guidance on troubleshooting and frequently asked questions.

What is Meetings?

Meetings is a new CRM component available to all Wealthbox users at no extra cost. It creates a centralized place where you can collaborate before, during, and after meetings, helping you prepare, stay aligned in the moment, and follow up effectively.

Meetings are created automatically from your Wealthbox calendar events or can be started instantly with Meet Now or phone calls placed from within Wealthbox.

How do Meetings work?

Meetings are created based on your Wealthbox calendar. Events synced from Google or Outlook, as well as events created directly in Wealthbox, will automatically generate an associated meeting.

• Flexible Options: Create instant meetings with Meet Now (not added to calendar) or schedule meetings with Meet Later (added to calendar).

• Automatic Contact Linking: Invited contacts are automatically linked to the meeting, eliminating the manual work of relating them to the meeting yourself.

• Centralized Workspace: Each meeting includes a collaborative notepad for shared note-taking, plus an Activity tab where you can create notes, tasks, or opportunities. A workflow widget also lets you launch new workflows directly from the meeting page. Everything you create here remains connected to the meeting and can also be linked to related contacts, projects, or opportunities you choose.

Meetings Setup

1. From the left-hand navigation, select Meetings.

2. A welcome message will appear, inviting you to start the setup process.

3. Sync your calendar. (This step only appears if your calendar has not yet been synced.)

4. Enable meeting reminders and select Finish.

5. Meetings will now appear from your synced calendar.

   • Use Meet Now to start unscheduled meetings.

   • Use Meet Later to schedule future ones.

What is the AI Notetaker?

The AI Notetaker is an add-on that enhances Meetings by generating summaries, transcripts, follow-up emails, ideas, and highlights from meeting conversations.

Cost: $49/user/month

Licenses: Purchased and managed by account owners or admins

Trial Periods:

• New Wealthbox users: AI Notetaker is included during Wealthbox free trial
• Existing customers: 14-day trial (up to 20 meetings)
• Trial Limitations: The 14-day trial covers up to 20 meetings, and trial extensions are not available.

Supported Meeting Types

• Virtual meetings (Zoom, Teams, Webex, Google Meet)

• Phone calls via Wealthbox click-to-call

• In-person meetings

Note: Anyone can start a free trial on their own. However, only account owners and admins have the ability to purchase licenses.

 

How does the AI Notetaker work?

The Wealthbox AI Notetaker integrates into Meetings to capture and process meeting conversations. It generates:

• Meeting Prep

• Summaries

• Transcripts

• Draft follow-up emails

• Highlight excerpts

• AI-generated task ideas

It can be started automatically (with auto-join enabled) or manually by licensed users during a meeting.

AI Notetaker Free Trial

Try AI Notetaker free for 14 days with full access to all features. If you’re in a Wealthbox free trial, your AI Notetaker trial will end when your Wealthbox trial ends. Anyone can start a trial, but only account owners and admins can purchase licenses afterward.

AI Notetaker Setup

1. In the top-right corner, click the three stacked dots (⋮) then Applications > AI Notetaker > Settings.
   Note: This setting is only visible if you are in your AI Notetaker free trial or if you already have an active license.

2. Account owners or admins can purchase licenses under the Users tab ($49/user/month).

3. Allocate licenses to specific users as needed.

4. Licensed users can start the AI Notetaker in virtual, in-person, or phone call meetings.
   ​

   
   
   

AI Notetaker Settings

Auto Join

The Auto-Join setting enables the notetaker to automatically join your scheduled meetings that have supported virtual meeting links. To change this setting:

1. Select Applications from the 3-dot menu.

2. Find the AI Notetaker section in Add-Ons and click Settings

   
   

Notifications

Users can choose to receive email notifications reminding them about upcoming meetings, when their meetings are ready for review, and when others add them to a meeting as a collaborator.

Key Features of Meetings

The new Meetings feature brings everything you need for productive client conversations into one place. With the Meetings page, you’ll find powerful new tools designed specifically for meetings, along with familiar CRM widgets you already use. Plus, the new AI Notetaker widget makes it easy to capture and organize important details in real-time.

Meetings Widget

The Meetings widget makes it easy to access your meetings from anywhere in the app. If you’re using AI Notetaker, you can control it while navigating client records or looking up information.

1. Available from the Wealthbox header.

2. Shows in-progress and upcoming meetings.

3. Clicking opens a widget with quick access and Notetaker controls.

4. Can control the AI Notetaker directly from the Meetings widget. 
   ​

   

Meetings Page

Each meeting page is made up of several key components. Below is a brief overview of these elements, followed by a closer look at each one.

• Snapshot: Meeting name, time, attendees, related contacts.

• Collaborators: Invitees are added automatically; more can be added.

• Tabs:

  • Notepad: Real-time collaborative notes (with version history).

  • Activity: Activity stream for notes, tasks, and workflows.

Snapshot

When you click into a meeting, you'll find this section at the top.

1. The meeting name

2. Who can access the meeting

3. The meeting date and time

4. Contacts related to the meeting

Collaborators

You'll find all collaborators in the top right corner of the Meeting page screen. 
Anyone invited to an event is automatically added as a meeting collaborator. You can also add additional collaborators when needed. For example, even if Jack Straw isn’t attending the meeting, he can still be added to access the details and assist with follow-up afterward.

Who Can See My Meetings
The following groups have full access to a meeting:

• Wealthbox users invited to the event

• Users added as meeting collaborators

• Users in groups selected from the meeting’s visibility dropdown

The only exception is the meeting creator, who is the only person able to update visibility settings and edit the related event.

Notepad

The meeting notepad is a shared workspace for every stage of a meeting—from prep to capturing notes and posting to the activity stream. Collaborate in real time, just like in Google Docs, and eliminate the need to circulate Word documents over email.

With the Notepad, you can:

1. Format text with styling options

2. View full version history

3. See who’s collaborating in real-time

4. Share the meeting contents with all users who have access to the meeting

Activity

The Activity tab is the publisher and activity stream for a meeting. Users can post notes, add tasks, and create opportunities. Any resources you add here will be linked to the meeting, as well as to any contacts, projects, or opportunities you relate them to.

All meeting activity appears in the stream and can be filtered, just like other activity streams.

Upcoming Activity

The upcoming activity widget shows all upcoming activity linked to the meeting.

Workflows

The workflows widget shows all in-progress workflows linked to the meeting. Users can also start new workflows for the meeting from this widget.

Key Features of AI Notetaker

In the top-right section of the Meetings page, you’ll find AI Notetaker, with supporting widgets below to keep everything organized. AI Notetaker powers several dedicated meeting tabs:

• Prep: Auto-generated one week before a meeting, based on contact history and contact visibility settings.

• Summary: AI-generated meeting summary from transcripts.

• Follow-up Email: Draft emails based on summaries, which you can send directly from the meeting page if your email is connected to Wealthbox.

• Transcript: Captures conversations with speaker attribution or timestamps.

In addition, the AI Notetaker includes two standout features: Meeting Highlights and Click-to-Call with AI Notetaker.

AI Notetaker

Controls for starting/stopping Notetaker, auto-join options, and generating meeting highlights.

Upcoming Meeting

1. Select how you’d like to meet your client—virtual, in-person, or by phone.

2. For virtual meetings, the notetaker can automatically join when the meeting starts.

3. Button to join the meeting and start the notetaker. Optionally, users can choose to join without the notetaker or start the notetaker.

In-Progress Meeting

1. Users can start or stop the notetaker.

2. Users can initiate a Meeting Highlight.

Meeting Highlights

Meeting highlights allow a user to capture exactly what was said during a meeting so it is captured verbatim in their meeting summary.

Clicking “Add Highlight” automatically captures the last 30 seconds of the conversation and the following 30 seconds. Users can stop highlighting at any time.

Once the meeting is over, the highlight is included at the bottom of the meeting summary.

Prep

Meeting prep can be generated by collaborators with a license or collaborators currently in the AI Notetaker free trial, from the Prep tab, up to 4 weeks in advance of a meeting. It’s based on the past year of activity for all related contacts.

Meeting prep is personal and generated per user. They're based on what that user can see in Wealthbox.

1. Copy the full contents of the meeting prep tab.

2. Regenerate meeting prep.

Summary

A meeting summary is automatically generated based on the meeting’s transcript.

1. The meeting summary is available for all users with access to the meeting.

2. Copy the full contents of the meeting summary tab.

3. Regenerate the meeting summary.

Follow-up Email

A follow-up email is automatically generated based on the meeting’s summary.

1. The follow-up email is available for all users with access to the meeting.

2. Compose a draft email (requires your email to be connected to Wealthbox).

3. Copy the full contents of the Follow-up Email tab.

4. Regenerate the Follow-up email.

AI Notetaker / Meeting Templates

Wealthbox provides default Prep, Summary and Follow Up Email templates. Users have the option to duplicate those templates and make revisions, or can create new templates from scratch. 

To access templates, click the three vertical dots (⋮) in the top-right corner, then select Applications > AI Notetaker > Settings > Templates.

This video covers How to Create Custom Prep and Summary Templates 

Transcript

A meeting transcript is automatically generated when the notetaker is present in a meeting.

1. The meeting transcript is available for all users with access to the meeting.

2. Actions to download or delete the transcript.

3. The transcript’s output depends on the meeting type:

   • Virtual: Speaker attribution and time stamps based on users in the virtual meeting

   • In-Person: Time-stamps, but no speaker attribution

   • Phone: Speaker attribution and timestamps

Event Widget

The event widget shows details about the event related to the meeting, such as its date, time, location, and who is invited. The event creator can edit event details using the 3-dot menu.

Ideas

After a meeting, the notetaker generates ideas for follow-up tasks based on the meeting conversation. Ideas can be accepted by clicking the plus icon or dismissed by clicking the minus icon.

When an idea is accepted, a task will pre-fill with the details from the conversation that the user can update before adding.

Tasks created this way will be linked to this meeting and the contact you relate the task to.

Click-to-Call with Notetaker

When starting a phone call in Wealthbox with the click-to-call feature, you can choose to enable the Notetaker by toggling it on. This will create a new meeting page in Wealthbox to store the transcript and activity, providing a record of the conversation. 

Calls made with click-to-call are not automatically added to your calendar. However, if you start a call during a scheduled meeting with the same contact, the call will link to that meeting and the summary, transcript, and follow-ups will populate there.

How to start the AI Notetaker in the Wealthbox Mobile App

To start the AI Notetaker in the iOS app

1. Click on the More button on the bottom right of your Homepage.

2. Click Meetings

3. Click the "+" sign on the top right

4. Click Meet Now

To start the AI Notetaker in the Android app:

1. Click the three lines on the top left of your Homepage

2. Click Meetings

3. Click the "+" sign on the bottom right

4. Click Meet Now

Troubleshooting

Why wasn't a summary or follow-up email created for my meeting?

Only recorded meetings will result in a summary and follow-up email. See below for more troubleshooting on recordings.

Why isn't the AI notetaker joining my virtual meeting?

Important note: Notetakers cannot request permission to record on the web app alone. If you're the Zoom meeting host, please log into the desktop app so that you can receive the request to record. If you're not logged into the desktop app, the system doesn't know that the host is present, and does not present the request to record. 
 

1. Confirm that the meeting is through Zoom, Teams, Google Meet, or Webex. These are the virtual meeting providers currently supported by the AI Notetaker.

2. Make sure your Google or Outlook calendar is synced to Wealthbox. Click on the 3-dot menu, select Applications, and select Settings next to the Google or Outlook calendar integration options.

   

3. Check to see if you have Auto-join set to ON. If so, the notetaker should automatically join your meeting at the start time. You can always click the green Join Meeting and Start Notetaker button if you want to the notetaker to join an active meeting.

   

4. For virtual meetings, make sure the notetaker isn't in the waiting room.

5. Each user can run one Notetaker at a time. If you have overlapping meetings, it will auto-join the first but not the second. You can manually move the Notetaker to another meeting at any time using the Send Notetaker button, which removes it from the first and adds it to the second.

Why won't the AI notetaker record, even though it is present in my Zoom meeting?

The Zoom host must be present to accept the notetaker's recording request. If the Zoom host is not present or denies the request, the notetaker will not be able to record. Notetakers cannot request permission to record on the web app. If you're the Zoom meeting host, please switch to the Zoom desktop app so that you can approve the notetaker's request.

If you're the Zoom host, make sure you have the correct Zoom settings:

1. Log into the Zoom website.

2. Navigate to Settings on the left side navigation.

3. Select the Recording tab along the top.

4. Make sure your settings look like this:
   Record to computer files, Internal meeting participants, and External meeting participants are all on.

   

5. If the host has the correct configuration settings in Zoom, but has disabled the option to allow participants to request local recording within the call, the bot will not be able to record. To resolve this, the host should enable this setting on the Zoom meeting.

6. Your Zoom recording permissions might be disabled at the organizational level. If you're a Zoom admin in your organization, you can enable these settings across Zoom users by going to Account Management > Recording and Transcript > enable Record to computer files and click the lock button.
​

FAQs

How are meetings created in Wealthbox?

Meetings are automatically created from events in your Wealthbox calendar. Additionally, you can initiate unscheduled meetings through phone calls placed directly from the app or by using the "Meet Now" feature.

Which meeting types are supported by the AI Notetaker?

The AI Notetaker supports virtual meetings (Zoom, Microsoft Teams, Webex, and Google Meet), phone calls initiated via click-to-call in Wealthbox, and in-person meetings.

Who can see my meeting?

• Wealthbox users who are invited to the meeting.

• Wealthbox users who the meeting was shared with.

• Wealthbox users who are in groups selected in the meeting's visibility.

Who can see my Notepad, Summary, Transcript, and Follow-Up Email?

These are shared resources, so all users who have access to the meeting see the same version of these resources.

Who can see my Meeting Prep?

Meeting Prep is specific to you, and is generated based on the information you are allowed to see for the contact related to the meeting.

Can collaborators without a license view meeting prep, even if they can’t generate it?

If a user doesn’t have a license, but is a collaborator on the meeting, they won’t be able to generate meeting prep. Meeting prep is user-specific and based on what each user is permitted to see in Wealthbox, so each user must generate their own.

What's the difference between the Notepad and Notes?

The Notepad is a collaborative document with full tracked version history that is available through all the stages of a meeting, from meeting prep to posting a note to the activity stream. Notes are what you would post after your meeting is over for a compliant record of the meeting.

When are meetings added to a user’s calendar?

Meetings are created from events on a user’s Wealthbox calendar. Events can come from Google or Outlook via calendar sync, be added directly in Wealthbox, or be scheduled using ‘Meet Later’ from the Meetings page. Meetings started with ‘Meet Now’ or click-to-call do not create calendar events.

Will activity I create from a meeting automatically relate to the meeting’s contacts?

No, only the meeting is automatically related to a contact. Users can decide if they want to relate contacts to notes, tasks, workflows, and other activity they create from a meeting.

How are contacts automatically related to meetings?

When users sync their calendar from Outlook or Google, contacts are automatically related to meetings based on comparing their email address to the invitee list.

Who can purchase the notetaker?

The account owner and admins who have the permission to manage users can purchase notetaker licenses on behalf of their firm.

What happens with the AI Notetaker if we have to move from Zoom to a regular call?

Both sides of the conversation are recorded — the transcript from Zoom (or whichever virtual meeting platform you’re using) and the transcript from the phone call. These are then merged into one complete summary.

What happens if I pause and then restart the AI Notetaker during a conversation?

If you stop and then restart the AI Notetaker during a conversation, it will mark each action with a timestamp — noting when the recording was started, stopped, and resumed.

Does the AI Notetaker support other languages?

The AI Notetaker will transcribe the conversation in the language spoken, and then give you the meeting outputs in English.