1 | What Meeting Intelligence does |
Meeting Intelligence brings your client conversations into Adviser CRM automatically. When you meet a client on Zoom or speak to them on Zoom Phone, a summary of the conversation is filed on their record - so your file notes are written for you, consistently, every time.
Hold your meetings and calls as you normally do. Next morning, each client's record has a summary of every conversation, plus follow-up tasks if your practice turns them on. You can also book a Zoom meeting straight from a CRM event in one step.
Three things it does for you
1 Meeting summaries After a Zoom meeting, Zoom's AI summary is saved as a note on the client's Contact or Lead. | 2 Call summaries After a Zoom Phone call, a Call record is logged on the client with the AI summary attached. | 3 Book Zoom meetings Choose Zoom on a CRM event and the meeting is created, the link saved, and your client emailed. |
How a day looks
You Meet and call as usual Use Zoom and Zoom Phone exactly as you do today. | Zoom Zoom writes the summary A few minutes after each meeting or call ends. | Overnight Adviser CRM collects them At 6 am every day, matched to the right client. | Next morning It's on the client record Notes, Call records and any tasks are waiting for you. |
Entirely inside your practice's Adviser CRM and Zoom account. There is nothing to install, and your client information is not sent anywhere else.
2 | Getting set up |
Setting up takes a few minutes, once. Your practice administrator does the first three steps; each adviser then connects themselves with one click.
1 | Turn on Meeting IntelligenceIn the Meeting Intelligence settings, switch the feature on for your practice and enter your practice's email domain (for example yourpractice.co.nz) so your own team is never mistaken for a client. | Admin |
2 | Authorise the Zoom connectionOpen the Zoom Meeting Intelligence connection and approve it with your practice's Zoom administrator login. This covers everyone in your practice's Zoom account. | Admin |
3 | Switch on Zoom's AI summariesIn your Zoom admin settings, turn on AI Companion meeting summaries and, if you use Zoom Phone, AI Companion call summaries. We recommend setting both to start automatically. | Admin |
4 | Connect yourselfEach adviser opens Meeting Intelligence and clicks Connect. Adviser CRM finds your Zoom user by your email address. If your Zoom login uses a different email, enter it when asked. | Each adviser |
What you need
The connection covers the users in your practice's Zoom account. An adviser using a separate, personal Zoom account won't be included. If you're not sure, check with whoever manages your Zoom account.
That's fine. Call summaries simply switch themselves off for anyone without Zoom Phone, and meeting summaries carry on as normal.
3 | Booking a Zoom meeting |
Book your meeting in Adviser CRM exactly as you always have. The only difference is choosing Zoom as the Meeting Type.
1 | Create the event Add the title, date, start and end time, and link the client (Contact or Lead). |
2 | Choose Zoom as the Meeting Type Add any notes of your own in Description as usual - they are kept. |
3 | Save Within a few seconds the Zoom meeting is created for the same date, time and length, and the details are added to the event. |
What the event looks like afterwards
Make sure you're signed in to the Zoom app, then click the join link on the event. Zoom recognises the meeting as yours and starts it with you as host. The same link is the one your client uses.
If you change the time of an event that already has a Zoom link, update the meeting in Zoom as well and let your client know. The Zoom meeting isn't moved automatically.
4 | What your client receives |
When the meeting is created, your client is emailed the joining details. The email is plain and professional, it comes from you, and replies come straight back to you. It carries no Adviser CRM branding - your client only ever sees your name.
5 | Meeting summaries |
After each Zoom meeting you host, Zoom's AI writes a summary. Every morning at 6 am, Adviser CRM collects yesterday's summaries and files each one on the right client.
How the client is found
Your own team (anyone on your practice's email domain) and AI note-taker bots are ignored. A meeting with two clients puts the note on both records.
What the note looks like
6 | Phone call summaries |
If your practice uses Zoom Phone, every call that Zoom summarises is logged on the client the next morning - the same way meetings are.
What you'll see on the client's record
A Call record Under Calls: inbound or outbound, date and time, talk time, and who made it. It counts towards your activity like any other logged call. | The summary as a note Attached to that call, and also listed under the client's Notes, labelled with the call it belongs to. |
How the client is found
By phone number. Adviser CRM compares the number on the call with the Phone and Mobile fields of your Contacts, then Leads - whatever the format (+64 21..., 021..., 021-234 5678 all match). The note is filed only when exactly one record has that number.
Matching depends on the client's number being in Phone or Mobile. Adding numbers when you onboard a client means almost every call files itself.
Clients sometimes read out passwords, PINs or verification codes on calls. Any line of a summary that mentions one is removed before it reaches the CRM.
7 | Follow-up tasks |
Zoom's summaries end with action items or next steps. Adviser CRM can turn the ones that are yours into CRM Tasks, linked to the client.
Task creation starts switched off. Your administrator can turn it on in the Meeting Intelligence settings when your practice is ready.
Tasks are matched to people by first name. Your administrator can instead choose to give every action item to the adviser who hosted the meeting or made the call.
8 | Unmatched meetings and calls |
When Adviser CRM can't tell who the client was - a new person not yet in the CRM, a guest who joined without an email, or a number nobody has on file - the summary isn't lost. It waits in the Meeting Intelligence tab as Unmatched.
1 | Open the Meeting Intelligence tab You'll see your last 30 days: matched, unmatched, team-only and no-summary counts. |
2 | Click "Link to contact" on an unmatched item Choose the right Contact or Lead (add them first if they're new). |
3 | Done The summary is saved as a note on that client. |
Unmatched summaries are kept for 90 days, then deleted for privacy. New people are never created as Leads automatically - you stay in control of who goes into your CRM.
9 | Practice settings |
Your administrator controls how Meeting Intelligence behaves for your whole practice.
Each adviser can also pause their own sync at any time without disconnecting, and use Sync now to collect today's meetings and calls straight away instead of waiting for the morning.
10 | Privacy and telling your clients |
Meeting and call summaries are personal information about your clients, so Meeting Intelligence is designed to keep them inside your own practice.
Tell clients that meetings and calls are summarised by AI - for example in your privacy statement and at the start of a meeting. Zoom shows its own notice when AI Companion is active. Conversations about insurance can include health and other sensitive details, so check how this fits your practice's privacy obligations with your compliance adviser.
AI summaries are a first draft of your file note. Skim each one, correct anything that's wrong, and add your own advice reasoning where needed.
11 | Common questions |
12 | Quick reference |
1 | Meet and call as usual Zoom meetings and Zoom Phone calls are summarised automatically. Nothing to click. | 2 | Check next morning Summaries arrive at 6 am on the client's Notes, with Call records for phone calls. | 3 | Book a Zoom meeting New Event > link the client > Meeting Type Zoom > Save. Your client is emailed the details from you. | 4 | Unmatched items Meeting Intelligence tab > Unmatched > Link to contact. Within 90 days. |
- Keep clients' email addresses and phone numbers on their records - that's how summaries find them.
- Start Zoom meetings from the join link while signed in to Zoom; you'll be the host.
- Review each AI summary as a draft of your file note.
- Tell clients that meetings and calls are summarised by AI.
Talk to your practice administrator first. For problems with the Zoom connection, contact the Adviser CRM support team.
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