Logging a meeting in Redtail with help from Quin

A packed calendar of client meetings usually means five or ten minutes between one call and the next, if that. That's not enough time to write up notes, draft a follow-up, and log anything into Redtail before the next client is already on the line. So advisors end up pushing most of that work to the evening, or the following morning, when the details aren't as sharp as they were an hour after the meeting.

What's supposed to happen after every client meeting

A few things ideally happen after every single call:

• Summarizing the conversation while it's still fresh, instead of reconstructing it from memory hours later.
• Logging anything that affects the account where the rest of the team can see it, instead of leaving it to memory.
• Sending a follow-up within a reasonable window, not three days later once you've caught up.
• Tracking any commitment made on the call somewhere, rather than trusting it to memory.

Doing all four after every meeting, on a day with six of them back to back, is close to impossible without help.

How Quin handles the moment a meeting ends

Quin's Notetaker sits in on the call the same way it would for any client meeting, and the moment the call ends, two things happen. Quin adds the update directly to Redtail. A follow-up email, if you use one, drafts into your inbox for you to look over and send.

Dan Westfall, a solo advisor at Client Focused Financial, described the follow-up email specifically:

"It then generates and drafts a follow-up email, which is way better, honestly, than I would have ever come up with or created."

There's a second benefit that shows up less directly, but matters just as much. Without a notepad or a laptop competing for attention during the call, the meeting itself changes:

"Now I can focus on the conversation with the person. Am I creating the same type of bonding and rapport now that I'm fully focused on the conversation and not having these awkward pauses just because I'm taking notes? It's just better."

Best practices for a full calendar day

• Decide how much detail you want captured for shorter check-ins versus full reviews. Not every meeting needs the same level of note.
• Set a standard tone for follow-up emails in the Notetaker's guidelines, so drafts read consistently whether it's client one or client eight that day.
• Still glance at each draft before sending, even on a packed day. Nothing goes out without you, and a quick look catches anything that needs a personal touch.
• If a meeting runs long and pushes into the next one, the Redtail update still lands the moment that call ends. Nothing gets lost even when the schedule slips.

Setting it up

Connect Redtail under Settings, then Integrations, and turn on the Notetaker for the meetings where client conversations happen. From there, every meeting on a packed day gets the same treatment as the only meeting on a quiet one.