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Modified on Fri, 23 Oct at 9:23 PM
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
How a day looks
Entirely inside your practice's Adviser CRM and Zoom account. There is nothing to install, and your client information is not sent anywhere else.
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.
What you need
| For | You need |
|---|---|
| Meeting summaries | A paid Zoom plan with AI Companion, and meeting summaries switched on |
| Call summaries | A Zoom Phone licence, with AI Companion call summaries switched on |
| Booking Zoom meetings | The Zoom connection authorised (step 2). Nothing else. |
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.
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.
Add the title, date, start and end time, and link the client (Contact or Lead).
Add any notes of your own in Description as usual — they are kept.
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.
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.
To: sarah@example.com
Subject: Our Zoom meeting – Wednesday 22 October 2026 at 10:00 AM (NZ time)
Hi Sarah,
Thanks for making time to meet. Here are the details for our Zoom meeting:
| Meeting | Annual Review — Sarah Thompson |
| When | Wednesday 22 October 2026 at 10:00 AM (NZ time) |
| Meeting ID | 876 5432 1098 |
| Passcode | 4x9kQm |
Join the Zoom meeting
Or copy this link into your browser:
https://us06web.zoom.us/j/87654321098?pwd=…
If the time no longer suits, just reply to this email and I will rearrange it.
Kind regards,
John Adviser
john@yourpractice.co.nz
| Good to know | |
|---|---|
| Who it's from | The adviser who owns the event. If someone else books it for you (for example an assistant), it's sent from their address with replies set to come to you. |
| Who it goes to | The Contact or Lead linked to the event. No linked client, or no email address on them, means no email — the Zoom meeting is still created. |
| Already send your own invites? | Your administrator can turn this email off in the Meeting Intelligence settings, so clients don't get two messages. |
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
| Order | Adviser CRM looks for… |
|---|---|
| 1 | A Contact with the attendee's email address |
| 2 | A Lead with that email address |
| 3 | A Contact, then a Lead, with the attendee's full name — used only when exactly one record has that name, so a note never lands on the wrong client |
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
| Meeting type | What happens |
|---|---|
| With a client | Note filed on the client's Contact or Lead |
| Team only (stand-ups etc.) | Skipped — no note |
| No Zoom summary | Logged; if the summary arrives late it's picked up over the next three days |
| Client not found | Listed as Unmatched for you to link (see section 8) |
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
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.
| Call | What happens |
|---|---|
| Shorter than 30 seconds | Ignored — usually a missed connection or voicemail |
| No Zoom summary | Ignored |
| Number not on any client | Listed as Unmatched for you to link |
| Two clients share the number | Listed as Unmatched, so it's never filed on the wrong person |
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.
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.
| Action item | Becomes |
|---|---|
| "John will send the fund comparison by Friday." | A task for John: Send the fund comparison by Friday, linked to the client |
| "Sarah will confirm her risk profile." | Nothing — Sarah is the client, not a CRM user. It stays in the note. |
| The same item again within 30 days | Nothing — duplicates are skipped |
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.
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.
You'll see your last 30 days: matched, unmatched, team-only and no-summary counts.
Choose the right Contact or Lead (add them first if they're new).
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.
Practice settings
Your administrator controls how Meeting Intelligence behaves for your whole practice.
| Setting | What it does | Starts as |
|---|---|---|
| Meeting Intelligence | Turns the whole feature on or off for the practice | Off |
| Internal email domains | Your own email domain(s), so team members aren't treated as clients | — |
| Create tasks | Turns action items into CRM Tasks | Off |
| Task owner | Person named in the action item, or the host | Person named |
| Skip team-only meetings | No note for meetings with only your own team | On |
| Include phone calls | Collects Zoom Phone call summaries | On |
| Minimum call length | Shorter calls are ignored | 30 seconds |
| Email the client the Zoom details | Sends your client the joining email when you book a Zoom meeting | On |
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.
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.
| How it works | |
|---|---|
| Where data lives | Summaries are stored only in your Adviser CRM, as notes and Call records, with the same access permissions as your other client notes. |
| What it reads from Zoom | Meeting and call summaries, attendees and call history. It never downloads recordings or reads chat. |
| What it changes in Zoom | Nothing — except creating a meeting when you choose Zoom on a CRM event. |
| Housekeeping | Sync logs, attendee lists and unmatched summaries are deleted after 90 days. Notes on client records follow your normal record keeping. |
| Who can switch it off | Your administrator for the whole practice; each adviser for themselves. |
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.
Common questions
Quick reference
Zoom meetings and Zoom Phone calls are summarised automatically. Nothing to click.
Summaries arrive at 6 am on the client's Notes, with Call records for phone calls.
New Event → link the client → Meeting Type Zoom → Save. Your client is emailed the details from you.
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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