In Seconds
The Meeting Data Aggregator Agent automatically pulls and consolidates client information from your CRM, custodian, portfolio management system, and financial planning software before every review meeting. It compiles account balances, recent transactions, performance data, planning updates, and relevant notes into a single prep document - eliminating the manual data gathering that eats into your day.
20 free runs/month · No credit card required
Why do RIAs waste hours preparing for client meetings?
Client review meetings are essential for retention and relationship building, but the prep work is brutal. Advisors and their teams spend significant time hunting through multiple systems just to assemble basic information before each meeting.
Data scattered across systems
Client information lives in your CRM, custodian portal, planning software, and email. Pulling it together means logging into multiple platforms and manually copying data into a prep document.
Inconsistent meeting prep quality
When prep is rushed or delegated without clear processes, advisors walk into meetings missing key details. A forgotten life event or overlooked account change can damage client trust.
Staff time consumed by repetitive tasks
Your team spends hours each week on meeting prep that follows the same pattern every time. This is skilled labor doing data entry instead of higher-value client work.
How PitCrew Addresses This
Connects to your existing systems and automatically pulls relevant client data into one consolidated view before each scheduled meeting.
Applies consistent data collection rules across all meetings, ensuring no critical information is missed regardless of who prepared the meeting.
Frees your team from repetitive data gathering so they can focus on analyzing the information and preparing meaningful discussion points.
How does the Meeting Data Aggregator Agent work?
Detect
The agent monitors your calendar for upcoming client review meetings. When a meeting is scheduled, it identifies the client and triggers the data collection process.
Collect
It pulls data from connected systems - CRM contact records, custodian account balances and transactions, portfolio performance metrics, financial plan updates, and recent communication notes.
Organize
The agent structures the collected data into your preferred meeting prep format, highlighting recent changes, flagging items that need discussion, and surfacing relevant context from past meetings.
Deliver
A complete meeting prep document is delivered to the advisor before the scheduled meeting, ready for review. Any data gaps or connection issues are clearly flagged for manual follow-up.
What Does the Output Look Like?
Sample output below uses anonymized data to show the actual report format.
Summit Ridge Advisors
CRD #178234 | Denver, CO
| Check | Status |
|---|---|
| Account Holdings | PASS |
| Recent Transactions | PASS |
| Beneficiary Designations | FLAG |
| Performance vs Benchmark | PASS |
| Investment Policy Compliance | DISCREPANCY |
| Outstanding Tasks | PASS |
Suggested Action
Address beneficiary gap and discuss rebalancing to bring equity allocation back within IPS guidelines before concluding meeting.
What Does This Agent Do?
Multi-Source Aggregation
Pulls data from your CRM, custodian, portfolio system, and document storage in one automated sweep.
Performance Snapshots
Calculates returns, benchmark comparisons, and allocation drift so you walk in prepared.
Proactive Flagging
Surfaces missing beneficiaries, unsigned documents, and policy violations before the client asks.
Calendar-Triggered Prep
Automatically generates prep reports when meetings appear on your calendar - no manual requests needed.
Unified Prep Document
Delivers one clean summary with everything you need - no more toggling between five different screens.
Works with Your Existing Stack
Salesforce
ActiveWealthbox
ActiveRedtail
ActiveSchwab Advisor Services
ActiveFidelity Institutional
ActiveOrion Portfolio Solutions
PlannedBlack Diamond
PlannedGoogle Calendar
ActiveMicrosoft Outlook
ActiveWhen do RIAs use the Meeting Data Aggregator Agent?
Quarterly review meeting surge
Situation
Your firm schedules most client reviews in the same two-week window each quarter, creating a prep bottleneck for your operations team.
Without PitCrew
Staff works overtime pulling data for dozens of meetings. Some prep documents are incomplete, and advisors scramble to fill gaps between meetings.
With PitCrew
The agent automatically generates prep documents for all scheduled meetings. Your team reviews and enhances the documents rather than building them from scratch.
New client onboarding meeting
Situation
A prospect just became a client and you need to prepare for the first official review meeting with their newly transferred accounts.
Without PitCrew
The advisor pieces together information from the sales process, custodian confirmations, and account opening documents manually.
With PitCrew
The agent compiles transfer status, initial holdings, risk profile from onboarding, and key notes from prospect conversations into a ready-to-use prep document.
Frequently Asked Questions
What systems does the Meeting Data Aggregator connect to?
The agent integrates with major RIA custodians, popular CRM platforms like Redtail and Wealthbox, portfolio management systems, and financial planning tools. We configure connections based on your specific tech stack during implementation.
How far in advance does the agent prepare meeting documents?
By default, the agent generates prep documents 48 hours before scheduled meetings. This timing is configurable based on your workflow preferences and can be adjusted per meeting type.
Can I customize what data is included in the prep document?
Yes. You define the data fields, sections, and format that match your meeting prep process. The agent follows your template, and you can create different templates for different meeting types like annual reviews versus check-in calls.
What happens if the agent cannot access data from one of my systems?
The agent clearly flags any data gaps or connection issues in the prep document. Your team can then manually add the missing information before the meeting. Connection issues are also reported to your admin for troubleshooting.
Does the agent work with virtual and in-person meetings?
The agent triggers based on calendar events tagged as client meetings, regardless of meeting format. It works the same way whether you are meeting in your office, at a client location, or over video conference.
Walk Into Every Meeting Prepared
Stop scrambling to pull client data 10 minutes before calls. Let the agent do the prep work while you focus on the conversation.
Start Prepping Automatically✓ Aggregates data from 6+ sources per client
✓ Flags issues before clients raise them