The Challenge
Adviser–client meetings contain a wealth of valuable information. Historically, Trail hasn’t had a way to automatically capture these conversations.
As a result, advisers have typically relied on:
Third-party transcription tools, often with additional costs, or
Manual note-taking during or after meetings.
Both approaches add significant manual work for advisers and their assistants, and important details can sometimes be missed.
The Solution
Our new AI-powered Transcription & Summarisation Tool captures meeting conversations automatically and turns them into structured summaries inside Trail.
Once your calendar is connected, a meeting bot will automatically join your online meetings, record the transcript, and link it directly to the correct client profile in Trail.
From there, you can apply AI prompts to instantly generate summaries tailored for mortgage, insurance, KiwiSaver, or annual review meetings.
The result:
✔ Less manual note-taking
✔ Faster post-meeting administration
✔ Clear records stored directly in Trail
How It Works
1. Integrate Your Calendar
Go to:
Settings → Email & Meeting Integration → Meeting Integration
Select and connect either:
Google Calendar
Outlook Calendar
(Zoom meetings are currently not supported in this beta release.)
2. Grant Permissions
After selecting your calendar, you will be redirected to the provider’s login page.
Sign in and grant permission so Trail can sync your meetings.
3. Confirm the Integration
Once connected, Trail will begin syncing your calendar events.
You will see a confirmation screen showing that the integration is active. Initial syncing may take a short while.
4. Run Your Meeting
When your meeting starts:
A meeting bot will appear in the meeting lobby.
Simply admit the bot into the meeting.
The bot will quietly sit in the meeting and transcribe the conversation in real time.
After the meeting ends, Trail will:
Process the transcript
Match participant emails with your client database
Automatically attach the meeting to the correct client profile
Please note, processing may take a few minutes.
5. Review the Transcript
Go to the client’s profile in Trail to access the meeting record.
From there you can:
View the full transcript PDF
Download the transcript if needed
6. Generate an AI Summary
Trail includes four built-in AI prompts designed for common adviser workflows:
Mortgage meetings
Insurance discussions
KiwiSaver advice
Annual reviews
Select a prompt and Trail will automatically generate a structured meeting summary.
7. Edit or Re-Apply Prompts
You can easily:
Apply a different prompt from the dropdown menu
Save multiple summaries for the same meeting
Edit any section of the generated summary
8. Use the Transcript for Compliance
Meeting transcripts can also be assigned as compliance evidence. Any edits you make will automatically update wherever the summary appears within Trail.
Current Limitations
At this beta stage, the tool does not yet support:
Integrating to Zoom meetings
Uploading voice recordings or external transcripts
Customising AI prompts
Transcribing offline meetings
Transcribing languages other than English
Tips for the Best Experience
Admit the meeting bot when it appears in the lobby so transcription can begin.
Calendar syncing is automatic, but avoid creating last-minute meetings where possible, as the bot may not have enough time to sync and join.
This feature is currently in Beta, if you experience any discrepancies or limitations, please submit your feedback at support@gettrail.com, and help us improve!