Before a client meeting
How to prep before every client meeting
Before a client call, ask Elise to sum up the month. Build the rundown of hard numbers. Make an agenda, then send it to the client to approve.
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How to do it
Open the client's record.
Go to Clients and open the client you are about to meet. The Overview shows four counts: Open tickets, Open projects, Devices and Users. Below them, Service Performance shows SLA Response, Avg First Response and Tickets Opened. Pick Last 30 Days, This Month or Last Month beside the heading.
Ask Elise to sum up the month.
Open Elise in the left sidebar. It opens on Chat. Type "Give me a monthly review for Bluebird Dental." Swap in your own client. Or type "Prepare a briefing for Bluebird Dental's quarterly review." Both read your own client data and change nothing.
Build the rundown for the hard numbers.
Back on the client's Overview, find the Monthly rundown card. Press Build the rundown. It counts the last 30 days of tickets, invoices, hours, SLA and CSAT. Code counts every figure. AI writes none of it. Press Copy as text to paste it into an email or your own notes.
Press Generate with Elise for a health briefing, if you want one.
The Health briefing card is next to the rundown. Elise writes it only when you ask. It reads from the nightly snapshots, CSAT and SLA history. Use it as a quick read before a quarterly review.
Open the Meetings tab.
Meetings is one of the tabs on the left side of the client record. Press Generate Agenda to start. Active Meetings lists the agendas you are preparing. Past Meetings lists the ones that were approved.
Fill in the New Meeting Agenda form.
Pick the Meeting Date, then the Meeting Type, such as Monthly Review or Quarterly Business Review. Pick a Duration from 15 minutes to 2 hours. Leave Title blank and the portal makes one for you. Use Additional Context / Guidance for what only you know, such as a new hire next month or a firewall problem you fixed last week. The portal adds that note to the AI prompt.
Press Generate and wait a moment.
The portal collects the client's data and builds the talking points. It says this may take 15 to 30 seconds. The agenda opens with one section for each section your meeting type runs.
Read the agenda and fix what you want to change.
Use Edit section on a section to change its title and content. Use Delete section to drop one you do not need. The section content field accepts HTML. The meeting's title and date can be edited too.
Press Fill from rundown to add the numbers.
This adds the last 30 days of computed figures as a section called Monthly rundown. It is internal and never shown to the client. It works while the agenda is a Draft. Once the agenda is sent, change it with Update & Resend instead.
Add your action items and notes.
Type into Add action item... to list what you will do after the meeting. An item that carried over from an earlier meeting reads (carried forward). Tech Notes holds notes you add on the meeting.
Press Send Approval when it is ready.
Under Approval Attendees, add the people who should get a link. Each attendee gets their own approval link. Leave the list empty and the link goes to the client's primary contact. The client reads the agenda, then approves it or sends back the changes they want.
Watch the status and the feedback.
A meeting shows its status: Draft, Ready, In Progress, Pending Approval or Approved. If the client sends changes back, Client Feedback shows on the meeting with their name. Use Update & Resend to send a new revision. When the agenda is approved, the meeting moves to Past Meetings.
Shape what your agendas cover.
Open Settings, then Clients. Then open Meetings & Agendas. Each type picks the sections. It also sets what the AI stresses. Six come with the product. They are Monthly Review, Quarterly Business Review, Annual Review, Security Review, Onboarding / New Client and Custom. The how-to page below walks through each setting.
The pages behind each click
What you will have
- Get a plain summary of a client's month from Elise.
- Have the month's numbers counted by code, ready to paste.
- Make an agenda for the right kind of meeting.
- Add the rundown, your tasks and your own notes.
- Send the agenda to the client for approval and see their feedback.
Why it works this way: How to prep before every client meeting
Elise answers from your own client data. A monthly review or briefing request reads that data and changes nothing. You decide what goes into the agenda.
The rundown is counted, not written. Tickets, invoices, hours, SLA and CSAT come from code, so the numbers are safe to quote. The Health briefing is different. Elise writes it as a story, and only when you press the button.
An agenda is built from your meeting type. The type picks the sections and the prompt note. Change the type in Settings once, and every new agenda of that type follows.
Other ways to do this: How to prep before every client meeting
Ask Elise for a health briefing in chat
Ask "Write the health briefing for Bluebird Dental before our QBR" in Elise Chat. It gives you the same story the Generate with Elise button writes.
If it did not work: How to prep before every client meeting
- Generate Agenda is greyed out: your permission group needs the right to edit meetings. You can still read everything. Ask an admin to change your group.
- No Meeting Type to pick: check the Meeting Types table under Settings, Clients.
- Fill from rundown will not work on an agenda you already sent. Use Update & Resend to change a sent agenda.
- The health briefing says "Could not generate the briefing.": press Try again.
Questions this page answers
Why are Ignore, Add User, Edit and Generate Agenda greyed out on a client?
These buttons are greyed when your permission group cannot make the change. Ignore on the Microsoft banner, Add User and the role picker on Portal Access, and Edit on Notifications need the right to edit clients. Remove on Portal Access needs the right to delete clients. Generate Agenda on Meetings needs the right to edit meetings. You can still read everything on the page. Ask an admin to change your permission group.
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