Smart Advisor OS connects your meetings, clients, compliance, and pipeline into a single intelligent workspace — so you can spend more time with clients and less time routing data between tools.
What you can do
Everything in one place
🎙️
Record any meeting
Upload audio or connect Zoom, Teams, or Google Meet. AI extracts notes, action items, and follow-up emails automatically.
☀️
Start every day informed
Your morning briefing lands in your inbox — clients needing attention, overdue items, compliance alerts.
💡
Never miss an opportunity
AI scans your book for 529 gaps, portfolio drift, RMD deadlines, and estate planning triggers.
⚖️
Compliance on autopilot
Every meeting is WORM-archived. Generate Form ADV, policies, and marketing reviews in seconds.
👨👩👧
Engage the whole family
Track heirs, values profiles, and wealth transfer milestones. Build relationships before assets move.
🤖
Ask anything
The unified AI assistant knows your clients, meetings, pipeline, and compliance history.
💡Smart Advisor OS estimates 312 hours saved per advisor annually — roughly $93K in recovered capacity at a typical advisor billing rate.
Getting Started
Logging In
Access Smart Advisor OS at advisor.smartbuzzai.com. Your account is tied to your firm email address.
https://advisor.smartbuzzai.com/login
Welcome back
Sign in to your advisor workspace
EMAIL
you@yourfirm.com
PASSWORD
••••••••••
Sign in
1
Navigate to the app
Open your browser and go to advisor.smartbuzzai.com. The site uses HTTPS — look for the padlock in your address bar.
2
Enter your credentials
Type your firm email address and password. Your password must be at least 8 characters with one uppercase letter and one number.
💡The demo account is demo@smartbuzzai.com / Demo1234! — ask your administrator for your personal login.
3
You're in
After login you land on the dashboard. Your session stays active for 15 minutes of inactivity, then requires a quick re-login to protect client data.
⚠️After 5 failed login attempts your IP is rate-limited for 60 seconds. If you're locked out, wait a minute then try again.
Getting Started
App Overview
Smart Advisor OS is organised around your daily workflow — from morning briefing to post-meeting follow-up to compliance documentation.
☀️
Start your day
Check your Daily Briefing for priority clients, overdue action items, and compliance alerts.
📋
Prep for meetings
Pull a Prep Brief before any client meeting — background, goals, recent activity, and talking points.
🎙️
After the meeting
Upload the recording. Notes, action items, and a follow-up email draft appear in minutes.
Family maps, heir engagement, values profiles, wealth transfer milestones
📄 Documents
Upload and extract intelligence from client documents (PDFs, statements, plans)
🤖 Assistant
Ask anything about your clients, meetings, pipeline, or compliance history
🔗 CRM
Connect Wealthbox, Redtail, or Salesforce for automatic note + task sync
🌟 Talent
Career ladders, comp plans, and next-gen readiness assessments
🏢 Firm Health
Practice-wide pulse report with AI narrative and recommendations
Core Features
Meetings
The meeting pipeline is the heart of Smart Advisor OS. Upload any recording and AI extracts everything you need — no manual note-taking required.
Upload a Recording
Auto-capture (Zoom / Teams / Meet)
Reading the Results
Follow-up Email
1
Go to Meetings → Upload
Click the Upload Recording button on the Meetings page, or use the mobile upload page on your phone immediately after an in-person meeting.
2
Choose your file
Supported formats: MP3M4AMP4WAVOGGFLACAACWEBM — up to 500 MB.
3
Enter the client name and grant consent
Type the client's name exactly as it appears in your CRM. Check the consent box to confirm the client agreed to be recorded — processing won't start without this.
⚠️Consent is required before AI processing begins. This is a compliance safeguard — the meeting record is created immediately but stays in pending state until consent is confirmed.
4
Wait for processing
The status moves through pending → transcribing → processing → completed. Typical time for a 60-minute meeting is 3–6 minutes.
Connect your meeting platform once and recordings are captured automatically — no manual upload needed.
💙
Zoom
Ask your administrator to set up the Zoom webhook. Cloud recordings trigger processing automatically when the meeting ends.
🟣
Microsoft Teams
Requires the Microsoft Graph integration. Call recordings appear in your meetings list within minutes of the call ending.
🟢
Google Meet
Driven by Google Cloud Pub/Sub. Recordings saved to Google Drive are picked up automatically via the service account integration.
💡Auto-captured meetings still require consent approval before processing. You'll see them in your meetings list with a yellow "Awaiting consent" badge — click to approve.
Once a meeting is completed, open it to see five structured output sections:
advisor.smartbuzzai.com/view/meeting-id
📝 Meeting Notes
Key discussion points, decisions made, client sentiment, and advisor observations — structured across 5 categories.
✅ Action Items
Every commitment made in the meeting — by you and the client — with due dates where mentioned.
👤 Client Facts
New facts learned — life events, financial goals, risk tolerance mentions, family updates — automatically added to the client profile.
⚖️ Compliance Flags
Any statements that may require documentation, suitability notes, or regulatory attention.
📧 Follow-up Email
A draft follow-up email ready to review and send — summarising the meeting and reiterating next steps.
Every completed meeting generates a personalised follow-up email draft. Review it, edit if needed, and send from your email client.
1
Open the meeting and click "Follow-up Email"
The draft appears in the fifth panel of the meeting detail view.
2
Review and edit
The AI draft is a starting point. Add personal touches, adjust tone, or update any facts before sending.
3
Regenerate if needed
If the draft doesn't match your style, click Regenerate. The AI will produce a fresh version — you can regenerate as many times as you like.
4
Copy and send
Copy the final text into your email client and send from your address. The meeting record retains the draft for compliance purposes.
Meeting Statuses
Status
Meaning
Next step
pending
Created, awaiting consent or transcription start
Grant consent if awaiting it
transcribing
Audio being converted to text by AssemblyAI
Wait — typically 1–3 min per hour of audio
processing
Claude is extracting notes, actions, facts, and email
Wait — usually under 60 seconds
completed
All outputs ready; meeting archived to WORM storage
Review notes, send follow-up, sync CRM
failed
Processing error (bad audio, timeout, etc.)
Re-upload or contact support
Core Features
Daily Briefing
Your morning briefing synthesises every client meeting, action item, and compliance alert into a single actionable summary — delivered by 6:30 AM ET and always available on-demand.
Your inbox · 6:30 AM
Good morning ☀️
Here's your practice intelligence for Thursday, May 23
🚨 Needs attention (2)
• Johnson family — annual review overdue 14 days • Chen, Michael — compliance flag from last meeting unaddressed
📋 Action items due today (4)
• Send Roth conversion analysis to Martinez • Review estate plan draft with Williams • Follow up on 529 contribution for Patel family • Submit ADV amendment
📅 Meetings today (3)
• 9:00 AM — Thompson, Sarah (Quarterly review) • 2:00 PM — Kim family (Estate planning intro) • 4:30 PM — Rodriguez, Carlos (Portfolio drift discussion)
What's included
Clients who haven't been contacted in too long
Overdue action items from past meetings
Upcoming meetings (pulled from your calendar)
Compliance flags needing resolution
New opportunities detected overnight
Practice performance snapshot
Getting it on-demand
Can't wait for the morning email? Click Briefing in the nav to generate a fresh one instantly. The real-time version is always current as of right now.
✅The email briefing is sent at 6:30 AM ET daily. Your administrator can adjust the time and timezone in the system settings.
Core Features
Clients
Your client intelligence hub — engagement scores, prep briefs, goal tracking, and AUM profiles all in one place.
Engagement
Prep Brief
Goals
Profile
The Engagement view shows your entire book scored by recency of contact, meeting frequency, and action item completion rate.
Tier
Meaning
Typical action
Engaged
Regular contact, action items on track
Proactive planning conversations
At risk
No contact in 60–90 days
Schedule a check-in this week
Dormant
No contact in 90+ days
Priority outreach — churn risk
Open a client's Prep Brief before any meeting to walk in prepared — even if you haven't reviewed their file in months.
What's in a Prep Brief
Recent meeting history and key themes
Outstanding action items (yours and theirs)
Life events and goals mentioned in past meetings
Portfolio facts and risk tolerance signals
Compliance flags from previous interactions
Suggested talking points for this meeting
💡The Prep Brief gets richer over time as more meetings are processed. After 3–5 meetings with a client, it becomes a genuinely comprehensive pre-read.
Goals are extracted automatically from meeting transcripts — no manual entry required. Every time a client mentions a goal, deadline, or milestone, it's captured and tracked.
✅Goal progress is inferred from subsequent meetings. If a client says "we finally funded the 529," the AI marks that goal as progressing.
The client profile stores structured financial data — AUM, annual fee rate, and key facts — that feeds the opportunity scanner and practice analytics.
1
Update AUM and fee rate
Go to Clients → [Client name] → Profile and click Edit. Enter their current AUM and your annual fee rate.
2
Let meetings fill in the rest
Risk tolerance, investment preferences, family details, and life events are extracted automatically from meeting transcripts and added to the profile over time.
Core Features
AI Assistant
Ask anything about your practice in plain English. The assistant knows your clients, meetings, pipeline, compliance history, and more.
advisor.smartbuzzai.com/assistant
Which clients haven't had an annual review in over a year?
🤖
I found 4 clients who haven't had an annual review in over 12 months:
1. Johnson, Robert & Susan — Last meeting 14 months ago 2. Nguyen, Linda — Last meeting 13 months ago 3. Davis, Mark — No meetings on record 4. Patel family — Last meeting 12 months ago
Want me to draft outreach emails for any of these clients?
Yes, draft an email for the Johnsons
Things you can ask
"Who are my top 10 clients by AUM?"
"What action items are overdue from last month's meetings?"
"Summarise everything I know about the Thompson family"
"Which clients mentioned retirement in the last 6 months?"
"What compliance flags haven't been resolved?"
"Draft a check-in email for clients I haven't contacted in 90 days"
Conversation sessions
Each conversation is saved as a session so you can pick up where you left off. Your session history is accessible from the top of the Assistant page. Sessions are private to your account.
Intelligence
Opportunities
Smart Advisor OS scans your entire book for financial planning opportunities you may have missed — automatically, every time new meeting data arrives.
🎓
529 Plan Gap
Client has children under 18 but no 529 contribution on record
📊
Portfolio Drift
Allocation has drifted outside target bands since last rebalance
📅
RMD Deadline
Client approaching or past RMD age with no distribution planned
💸
Fee Anomaly
Client's effective fee rate is outside your standard band
🏛️
Estate Planning
No estate plan mention despite significant AUM or family complexity
🛡️
Insurance Gap
Life events mentioned without corresponding coverage review
1
Run a scan
Go to Opportunities → Scan. The AI analyses all your client data and returns a prioritised list ranked by impact score (0–100).
2
Review and act
Click any opportunity to see the supporting evidence — which meetings or facts triggered the flag and a suggested action.
3
Dismiss when resolved
Once you've addressed an opportunity, click Dismiss. Dismissed items are hidden from the active list but retained in history.
Intelligence
Practice Analytics
Understand the financial health of your practice — fee compression scenarios, pricing alternatives, and your practice KPIs.
Fee Compression Modeling
Run "what if" scenarios on your fee structure. See the revenue impact of fee changes across different client segments before you make any adjustments.
Model fee cuts by AUM band
Compare total revenue under different schedules
Identify clients most sensitive to fee changes
Practice KPIs
Your KPI dashboard tracks the metrics that matter most to a growing RIA practice.
Total AUM under management
Average fee rate across the book
Client engagement score distribution
Meeting frequency and follow-through rate
Action item completion rate
Referral pipeline value
Pricing Models
Not sure if your pricing is competitive? The Pricing Models page generates alternative fee structures based on your book composition and market benchmarks — giving you data to defend your value proposition or restructure if needed.
Intelligence
Firm Health
A periodic pulse report that gives you a clear picture of how your practice is performing across every dimension — with an AI narrative and concrete recommendations.
👥
Client metrics
Total client count, engagement tier distribution, churn signals
🎙️
Meeting activity
Meeting frequency, average meeting length, processing success rate
✅
Action completion
% of action items completed on time across all clients
📣
AI recommendations
Specific, prioritised steps to improve your practice health score
Generate a new pulse report from Firm Health → Generate Pulse. Historical pulses are saved so you can track improvement over time.
Compliance & Planning
Compliance
Every meeting is automatically archived to SEC-compliant WORM storage. Generate regulatory documents, review marketing content, and track exam readiness — all in one place.
Meeting Archive
Document Generation
Marketing Review
Exam Readiness
Every completed meeting is automatically archived to WORM-compliant S3 storage with a 6-year retention period (SEC Rule 17a-4).
🔒WORM stands for Write-Once-Read-Many. Once archived, the meeting record cannot be modified or deleted for 6 years — even by administrators. This is the gold standard for SEC compliance.
What's archived
Meeting notes, action items, client facts, compliance flags, follow-up email draft, metadata. The encrypted raw transcript stays in the database.
Retrieval
All meeting records are searchable and retrievable for the full retention period. Your archive key is stored on the meeting record for auditor reference.
Generate professional compliance documents in seconds using AI — just provide your firm context and select the document type.
Form ADV (Part 2)
Client-facing brochure with regulatory citations
Investment Policy
Firm-level investment policy statement
Annual Review
Annual compliance programme review
Regulatory Update
Summary of recent rule changes affecting your practice
⚠️AI-generated documents are drafts. Always review with your compliance officer or legal counsel before filing or distributing.
Paste any marketing content — website copy, social posts, email campaigns, advertisements — and the AI flags regulatory issues before you publish.
1
Go to Compliance → Marketing Reviews → New Review
Select the content type (website, social media, email, advertisement, or other).
2
Paste your content
Paste the text or provide the URL of the content to review.
3
Review the findings
The AI returns a compliance verdict, a list of specific issues (e.g., unsubstantiated performance claims), and suggested rewrites.
Track your team's readiness for Series 65/66 and other regulatory exams. The AI assesses knowledge gaps and builds a targeted study plan.
Overall readiness score (0–100)
Breakdown by knowledge domain
Specific deficiencies with study recommendations
Tracks progress over time with repeated assessments
Compliance & Planning
Family Hub
Map entire family units, engage the next generation before assets move, and track wealth transfer milestones — all before any heir becomes a prospect elsewhere.
Creating a family
1
New Family
Go to Families → New Family. Name the family unit and link the primary client.
2
Add members
Add each family member with their generation (0=primary, 1=children, 2=grandchildren), estimated AUM, and whether they have an independent advisor.
3
Record values profiles
After a conversation with an heir, score their values on 6 dimensions (growth orientation, risk appetite, social impact, etc.) on a 1–10 scale.
Wealth transfer milestones
Track the key events in every wealth transfer:
Trust establishment
Beneficiary review
Equity migration
Succession planning
Estate plan review
Heir engagement events
Log every touchpoint with heirs — meetings, communications, event attendance, document signings — to build a timeline that proves your relationship predates any transition.
Compliance & Planning
Documents
Upload any client document — financial statements, estate plans, tax returns, beneficiary forms — and AI extracts structured intelligence from it automatically.
1
Upload the document
Go to Documents → Upload. Supported formats: PDFDOCXCSVTXT
2
Extraction runs automatically
The AI identifies the document type, extracts key facts (account numbers, balances, beneficiaries, dates), and writes a plain-English summary.
3
Search and reference
Use the Document Search to find any document by client name. Extracted facts are also surfaced in Prep Briefs and AI Assistant responses.
🔒Document text is encrypted at rest using the same Fernet key as meeting transcripts. Raw document content is never stored in plaintext.
Settings
CRM Integration
Connect your CRM and every completed meeting automatically creates a note and action items — no copy-paste required.
🟦
Wealthbox
Connect with your Wealthbox API token. Notes and tasks sync to the matching contact.
🟥
Redtail
Connect with your Redtail API key, username, and password.
🔵
Salesforce
Connect via OAuth2. Requires your instance URL, client ID, and client secret.
1
Go to CRM → Connections
Click your CRM provider and enter your credentials. Credentials are encrypted immediately and never stored in plaintext.
2
Syncing happens automatically
After each meeting completes, the system creates a CRM note (full meeting summary) and individual tasks for each action item. The contact is matched by client name.
💡Make sure your client names in Smart Advisor OS match the contact names in your CRM exactly — matching is case-insensitive but name must align.
3
Manual sync
If a sync was missed, open the meeting and click Sync to CRM to push it manually.
✅You can connect multiple CRMs simultaneously. If you use both Wealthbox and Salesforce, every meeting will sync to both.
Settings
Talent Management
Attract, develop, and retain the next generation of advisors with AI-generated career ladders, compensation plans, and readiness assessments.
🪜
Career Ladders
Generate a multi-stage career ladder for any role — from associate advisor to partner — with benchmarks, milestones, and competency frameworks.
💰
Compensation Plans
Build defensible comp plans with base ranges, bonus structures, equity (if applicable), KPIs, and market comparisons.
🌱
Next-Gen Readiness
Assess a candidate or junior advisor across multiple dimensions — technical skills, client relationship quality, business development — and get a development plan and transition timeline.
Help
Frequently Asked Questions
Common questions about Smart Advisor OS. Can't find your answer? Ask the AI Assistant — it can answer questions about the platform too.
How long does meeting processing take?⌄
Transcription takes roughly 1–3 minutes per hour of audio. AI extraction then takes under 60 seconds. A typical 60-minute meeting is fully processed in 3–6 minutes. Long recordings (2+ hours) may take up to 10–12 minutes total.
What happens if I forget to record a meeting?⌄
You can still create a meeting record manually and use the AI Assistant to draft notes from memory. Go to Meetings → New Meeting, enter the client name, and skip the recording URL. You can add a transcript-style text summary and the AI will extract structure from it.
Is client data encrypted?⌄
Yes. All meeting transcripts, CRM credentials, and client documents are encrypted at rest using AES-128 Fernet encryption before being stored in the database. Data is transmitted over HTTPS (TLS 1.2+). The WORM archive is stored in encrypted S3 with object-level access controls.
How does the WORM archive work for SEC compliance?⌄
Every completed meeting is written to an S3 bucket with Object Lock in COMPLIANCE mode. This means the object cannot be deleted or overwritten for 6 years (2,190 days), meeting the requirements of SEC Rule 17a-4. Not even administrators can delete the record before the retention period expires. Each archived meeting has an archive key stored on its record for auditor reference.
Can multiple advisors share the same account?⌄
No — each advisor has their own account and their data is isolated. Client names, meetings, opportunities, and all other records are private to the account they were created under. If you're setting up a multi-advisor firm, each person needs their own login.
Why is my meeting stuck in "transcribing" status?⌄
This usually means the audio file couldn't be processed — either the format is unsupported, the file is corrupted, or the transcription service timed out. Wait 10 minutes and refresh. If it's still stuck, the meeting will fail after 3 retries and show an error. Try re-uploading a fresh export of the recording in MP3 or M4A format.
What does "consent required" mean on a meeting?⌄
For recordings captured automatically via Zoom, Teams, or Google Meet, the meeting record is created immediately but held in "pending" state until you confirm the client consented to be recorded. This is a compliance safeguard. Open the meeting and click "Confirm consent" to release it for processing.
How do I rotate my CRM credentials if I need to update them?⌄
Go to CRM → Connections → [Your CRM] → Disconnect, then reconnect with your new credentials. Your existing synced meetings are unaffected — only future syncs use the new credentials.
Can I use the app on my phone?⌄
Yes. advisor.smartbuzzai.com is mobile-responsive. For in-person meetings, go to the Mobile Upload page which is optimised for recording directly from your phone's microphone or uploading a file from your camera roll right after a meeting.
How is the daily briefing email timed?⌄
By default it sends at 6:30 AM Eastern Time. Your administrator can change the hour, minute, and timezone in the system settings. If you can't wait, generate a real-time briefing on-demand from the Briefing page — it always reflects current data.