Zeplyn User Guide: Sequoia Financial
What is Zeplyn?
Zeplyn is an AI Co-pilot for Financial Advisors. The Zeplyn app enables Financial Advisors to automatically capture notes and action items for in-person and virtual (Webex) client meetings, and automate downstream workflows such as drafting follow-up emails and updating notes and action items in Salesforce CRM in real-time.
To use Zeplyn, simply turn on the app either (i) in your browser on your computer, or (ii) on your mobile phone during a meeting. Zeplyn runs in the background and generates notes real-time. After the meeting, you can view your meeting notes in the Zeplyn app, email them to your inbox, and automatically sync them to case reviews in Salesforce.
Setup Guide
Log-in with Zeplyn
Navigate to the Sequoia App Launcher and select Zeplyn.
2. Log-in using Microsoft Single Sign-on (SSO): Click on the Microsoft button in the bottom right corner. You may be prompted to enter your Microsoft login credentials.
💡 Single Sign-on is an authentication process that allows users to access multiple applications or services with a single set of login credentials.
3. You will then be inside the Zeplyn web application after successful authentication using your Microsoft credentials.
If you’re unable to log in, please send an email to support@zeplyn.ai.
Install Zeplyn on Mobile/Tablets (iPhone, iPad, Android phones/tablets)
iOS:
Open the Company Portal app on your iPhone and search for zeplyn.ai
Install the Zeplyn iOS app.
Login the same way using Microsoft SSO.
Android:
On Android, users can use the Zeplyn web application in their browsers.
Open the Google Chrome Browser on your mobile device and go to https://sequoia.app.zeplyn.ai/
💡 We recommend pinning the app to your home screen to make it easier to navigate to the Zeplyn application. Follow the steps below to pin the app.
User Guide
1. Use Zeplyn on Desktop for Scheduled Webex Meetings (Case Reviews)
Option 1: Send Sequoia Notetaker to your Webex meeting
Open https://sequoia.app.zeplyn.ai/ in your browser and Log-in using Microsoft.
Your scheduled meetings will show up in the left pane. Click on the scheduled meeting for which you are about to take note.
Select meeting type as Client and toggle to Use Notetaker.
Take verbal consent from your clients and check the “Consent Received” box. Your Webex meeting link should be pre-populated.
Add the names of all the attendees in the meeting (if not pre-populated), you can also add attendees after the meeting by entering edit mode.
Click on Send Notetaker
Wait for 4-5 seconds, Sequoia Notetaker will show up in your Webex waiting room.
Let the notetaker in, it will be in Inactive Mode for a couple seconds.
💡 If there is a one-off situation where notetaker fails to get sent - you see Sequoia Notetaker appear in the participant list in Webex but the the image (Sequoia Logo + Active) doesn't show up, please expel the notetaker manually, and resend it from Zeplyn. This should ideally not happen but can be a one-off occurrence in Webex.
💡 If you’re using your personal room on Webex, the notetaker will first show up in your waiting lobby, and you will have to let it in. If you’re using any other Webex link, the notetaker will join automatically after you press "Send Notetaker'' in Zeplyn.
Sequoia notetaker in Webex will automatically activate, and an audio disclaimer “Notetaking started” will be played informing everyone in the meeting that Zeplyn is listening in and taking notes.
💡 If a participant joins late, we recommend pausing the note-taker by clicking the Stop Notetaking button in Zeplyn, re-taking the consent from the new participant, and then resuming note-taking by clicking on the Start Notetaking button in Zeplyn.
💡 If using Zoom, the setting “Record to computer files” must be turned on by the HOST of the meeting our the notetaker will not be able to take notes. This setting is accessed at https://zoom.us/profile/setting?tab=recording
Once the meeting ends, or you remove the notetaker by clicking "Leave Meeting", the note will automatically process. There is no need to manually save!
The note will be generated in real-time (typically within 1 minute). Once generated, you can view the note by clicking on the meeting in the left pane.
💡 If one of the meeting attendees is joining the Webex call on their phone, we recommend using your microphone to take notes (see option 2 below) instead of the notetaker for better quality notes. Currently, speaker recognition doesn’t work well for participants joining Webex on their phones, and using the notetaker results in speaker mix up.
Option 2: Use your microphone to take notes for your Webex meeting
Open https://sequoia.app.zeplyn.ai/ in your browser and Log-in using Microsoft.
Your scheduled meetings will show up in the left pane. Click on the scheduled meeting for which you are about to take note.
Select meeting type as Client and toggle to Use Mic.
Make sure you are not wearing your headphones/earphones.
Take verbal consent from your clients and check the “Consent Received” box.
Select the correct microphone using the microphone selector dropdown
Add the names of all the attendees in the meeting.
Hit on Start, the app will play an audio disclaimer: “Notetaking started”.
You may see a pop-up asking for access to the microphone, click 'Allow'.
You can pause/resume note-taking at any point by hitting Pause/Resume in Zeplyn.
After the meeting ends, click on Save, to save the note.
The note will be generated in real-time (typically within 1 minute). Once processed, you can view it by clicking on it in the left pane.
2. Use Zeplyn on Desktop for Adhoc Meetings: Webex or In-person
Open https://sequoia.app.zeplyn.ai/ in your browser and Log-in using Microsoft.
Click on the blue Create button in the top left.
Select meeting type as Client
Take verbal consent from your clients and check the “Consent Received” box.
Add the names of all the attendees in the meeting (if not pre-populated). You can also add attendees after a meeting has ended by using Edit Mode.
For Webex meetings:
Toggle to Use Notetaker. Paste in your Webex Meeting Link.
Click on Send Notetaker.
Wait for 4-5 seconds, Sequoia Notetaker will show up in your Webex waiting room.
Let the notetaker in, it will be in Disabled Mode for a couple seconds.
Sequoia notetaker in Webex will be automatically enable, and an audio disclaimer “Note-taking started” will be played informing everyone in the meeting that Zeplyn is listening in and taking notes.
Once the meeting ends, go back to Zeplyn, and press Stop Notetaking.
Hit Leave Meeting or Save in the top right corner.
For In-person meetings:
Toggle to Use Mic. Select your microphone from the microphone selector dropdown.
Hit on Start, the app will play an audio disclaimer: “Notetaking started”.
You may see a pop-up asking for access to the microphone, click 'Allow'.
You can pause/resume note-taking at any point by hitting Pause/Resume in Zeplyn
After the meeting ends, click on Save.
The note will be generated in real-time (typically within 1 minute). Once processed, you can view it by clicking on it in the left pane.
💡 You can use Use Mic option for both in-person as well as Webex meetings. For Webex meetings, make sure you are not wearing headphones, as in this case, Zeplyn generates notes by listening to the audio from the speakers of your desktop.
3. Use Zeplyn on Mobile for Adhoc Meetings: Webex or In-person
Open the Zeplyn app on your phone. This will be the iOS app for iPhones, or the pinned Web App for Android phones.
Log in with Microsoft SSO.
On iPhone iOS app: Select Meeting type as Client and enter the names of the all the attendees. Please enter comma (,) or press Enter after entering each attendee’s name.
On Android pinned Web app: Click on the plus icon in the bottom right corner. Select Meeting type as Client and enter the names of the all the attendees.
Take client’s consent, check the Consent Received checkbox, and hit Start. The app will play an audio disclaimer “Note-taking started”.
Once the meeting ends, hit Save.
You can view the processed note in a few seconds on the Zeplyn Web application.
4. Use Zeplyn on Desktop/Mobile for Debriefs
This method can be used to record a dictation in the Zeplyn app after a meeting. This method is particularly useful in cases where you didn’t have the time to turn on Zeplyn, for e.g., unplanned phone calls.
Open Zeplyn on your Mobile phone or Desktop.
Click Create (or plus icon if you’re on Android), and select meeting type as Debrief.
Toggle to Use Mic.
Enter the name of the client you spoke to in the Attendees section, and hit Start. You can also add attendees after the meeting has ended by entering Edit Mode.
Start dictating, and once done hit Save.
Dictation will be converted to a note in a few seconds.
5. Edit/Delete a Note:
You can edit the note by clicking on the edit icon in the top right corner.
In the Edit mode**,** you can make changes to all the sections of the note: Action Items, Key Takeaways, Advisor Notes, and Meeting Summary. Once done editing, you can save your changes by clicking on the Save button in the top right corner. We highly encourage Advisors to edit the note within the Zeplyn app as that enables us to track the modifications and this feedback loop automatically improves notes generated in future.
You can also delete the full note in Edit mode by clicking on the Delete icon in the top right corner.
6. Email a Note:
You can email the note to yourself by clicking on the email button in the top right corner. You will receive an email from noreply@zeplyn.ai; make sure to add this email to your safe senders’ list otherwise the email can end up in spam.
7. Search for a Note:
Search by Client: In the notes view, where you see all your past notes, there is a search box where you can search by name, topic, or keywords. For example, typing in “Annual Review” below will show all notes with “Annual Review” in the title. You can also filter by status or client name.
8. Speaker Remapping
In a meeting where you have used the Microphone workflow you are able to remap or change the speakers who attended the meeting. Occasionally, without enough context, speakers will be swapped. This can be fixed very easily. You can also add or remove attendees by entering Edit Mode.
Open the note which you wish you update.
Navigate to “Transcripts”
Click “Remap Speakers”
Select the correct speaker using the drop down menu and click “Confirm.”
💡Speaker remapping is only available to meetings when you use the Microphone workflow. Additionally, changing the speaker will affect the entire transcript and while reprocess the meeting.
9. Draft client follow-up email:
You can now use Zeplyn to automatically draft a client follow-up email for a meeting with 1 simple click:
Open your meeting notes in Zeplyn
Click on the "Draft follow-up email" icon in the top right corner.
A pop up will open with an email draft titled: "[DRAFT] Follow-up email for <meeting name>"
💡 Note that the follow-up email will never be sent directly to your clients. You can copy and paste the email draft to use in whatever software you’d like!
10. Send Notes to Salesforce Cases:
After the meeting has ended and all edits have been made click “Sync to CRM”. After this is done the meeting will no longer be editable in Zeplyn, but all of your data will be sync to the relevant Salesforce Case. Ensure that the correct Case # is displayed before this step.
11. How to Use Ask Anything
Open a Processed Note
Navigate to any completed note in your Past Meetings section.Click “Ask Anything”
You’ll find the Ask Anything dialog box in the upper portion of the note. Type a question based on the meeting—for example:“What did they say about retirement timelines?”
“Was 401(k) contribution discussed?”
“List all the numerical values mentioned.”
Review the AI Answer
Zeplyn will search through the note and transcript to provide an accurate, focused response.Add to Summary
If the answer is helpful, click “Add to Summary” to insert it as a new section at the bottom of your existing summary.
Expanding Sections with “Get More Details”
Want to elaborate on a summary point?
Click the “Get More Details” button next to any line or section in your summary.
Zeplyn will expand that item into a more detailed paragraph and add it as a new section at the end of your summary.
12. Zeplyn Templates
Standard templates help capture specific types of information based on the questions or topics they cover. Some common templates include:
Compliance – Tracks general compliance-related questions and notates whether they were discussed.
Numerical Data – Captures any numerical data mentioned during the meeting.
13. Zeplyn's Advisor Hub
The Advisor Hub in Zeplyn provides a centralized view of your meetings, helping you stay organized and prepared.
Today's Meetings
View the meeting title, attendees, and start time.
Join the meeting directly with the "Join Meeting" button.
Click "Meeting Prep" and collect advisor notes to generate an agenda and prepare before the meeting.
Upcoming Meetings
Access all the features available in Today's Meetings but for meetings scheduled in the future.
Prepare ahead of time by generating agendas and reviewing attendee details.
Past Meetings
Email notes to yourself for easy reference.
Preview a follow-up meeting to plan next steps.
Review a note for insights and action items, then finalize that note by syncing it to your CRM.
Delete an empty note if no content was captured.
*The Advisor Hub will only display meetings up to 30 days in the past and up to 14 days in the future. For notes older than 30 days, please navigate to the "Notes" section of Zeplyn.
14. Zeplyn Prefences
Zeplyn Preferences allow you to tailor your experience to match your workflow.
General Settings
These settings control your default Zeplyn behavior:
Send a daily email with your tasks
Enable this to receive a summary of your open tasks in your inbox every morning.Language for speech recognition
Set the primary language used to transcribe and analyze your meeting audio.Default meeting type
Choose which meeting type (e.g., Client, Internal, Discovery) should be selected automatically when creating a new note.
Email Configuration
Customize how notes are sent when you use the Email Notes button:
CC or BCC an email address
Add a default CC or BCC address to every note you email to yourself. This is useful for sending a copy to an assistant, shared inbox, or CRM email capture address.
Notification Preferences
Control when and how you’re notified:
Email when notes are done processing
Get notified when your meeting notes are ready for review.Email when notes are synced to your CRM
Receive confirmation when a note has successfully synced to Wealthbox, Redtail, Salesforce, or another connected CRM.
Calendar Preferences
Refine which meetings Zeplyn should or shouldn’t process:
Ignore meetings with specific keywords
Add custom keywords (e.g., “Lunch,” “Personal,” “Out of Office”) and Zeplyn will automatically ignore any calendar events with those terms in the title.
15. Calendar Integration (1-time setup)
Zeplyn can seamlessly integrate with your Outlook calendar.
Once in the settings menu, click to connect your Outlook calendar, then use your SSO log-in to authorize the integration.
After integrating with your calendar, your upcoming meetings will automatically begin appearing and all of the relevant information will be auto-filled within the note creation fields.
16. How to Turn on Auto-Join for Calendar Events
Auto Join
Zeplyn can automatically send the Notetaker to any meeting in your integrated Google or Outlook calendar. This option can be switched on or off in settings.
If you do not see this option, please follow the steps here to reintegrate your calendar.
Keep in mind, if you use waiting rooms you will still need to let the Notetaker into your meeting.
You can turn auto-join off or on for individual meetings by using the toggle in the Advisor Hub.
Support
Live Chat: Click on the help button, the question mark icon in the bottom left corner right above the avatar icon. This will open our live chat, you can send in your message through our chat widget and we’ll get back to you asap.
To open a ticket: email us at support@zeplyn.ai
FAQ [Read before using the Zeplyn App]
How long does it take for Zeplyn to generate meeting notes?
Zeplyn generates meeting notes in real-time. Typically, it takes less than 1 minute to generate notes for an hour-long meeting.
If meeting notes have not been generated for more than 10 minutes after you saved your meeting, please drop us a message via live chat or send us an email at support@zeplyn.ai
How accurate are the notes? Can I rely on the app to capture all important aspects of the meeting?
You can rely on the Zeplyn app to capture most important points from the meeting but we do not guarantee 100% accuracy. We are continuously improving Zeplyn’s models to increase the accuracy with which meeting notes are generated. As a best practice, we recommend reviewing the meeting notes generated by Zeplyn and adding or modifying any discussion points that were not fully or correctly captured in the notes.
In case an important discussion point was not captured in the notes, Zeplyn provides access to the full meeting transcript for up to 30 days after the meeting as a failsafe.
Why are my meeting notes empty or partially captured?
Your meeting notes may be empty if you
(1) forgot to allow microphone access to the Zeplyn app, or
(2) you were wearing earphones during your virtual meeting and not using the bot solution, or
Microphone access is requested in a pop-up window when you click on the red microphone button in the Zeplyn app. If you don’t see a pop-up, make sure your web browser is not blocking it.
If you’ve allowed microphone access and you did not use earphones during your meeting but the problem persists, please reach out to support@zeplyn.ai.
I followed the instructions to create a new note but the note isn’t showing up. Am I missing something?
It’s possible that you forgot to hit Save after the meeting ended. Please go through the user guide and make sure you followed each step when creating a new note.
Why didn’t I receive an email after clicking on the “Email me” button at the top right corner of the note?
Once you click on the “Email me” button, you should receive an email immediately from noreply@zeplyn.ai. If you don’t see the email, check your Spam folder. Also make sure to add noreply@zeplyn.ai to your safe senders’ list to prevent the email from going into spam.
ADDITIONAL FAQ
Why is the Advisor Notes section empty?
The Advisor Notes section may be empty if specific client intents or actions were not detected in a meeting. This is consistent with app usage in internal meetings.
Can I access the full meeting transcript?
You will have access to the full meeting transcript in the Zeplyn app for up to 30 days after the meeting date, post which it will be discarded.
Can I use Zeplyn for phone calls?
The only way to do that will be if you put your phone call on speaker mode and turn on Zeplyn on your computer.
The Zeplyn app currently only supports virtual meetings in video-conferencing apps (Zoom, Webex, Teams, Google Meet), and in-person meetings. It doesn’t support any direct integrations with phone dialer apps.
It appears that the app mixed up the speakers in the note, what should I do?
This can happen when you’re using the microphone to capture notes, and there isn’t enough context in the meeting for the AI to identify the speakers with high confidence. We are continuously working on improving our speaker recognition technology. In the future, we will also introduce an option in the App which will allow users to either manually identify speakers or make corrections in the AI-identified speakers. For now, please send an email to support@zeplyn.ai with the subject line “Speaker mix-up” and the following fields in the body: 1) meeting name, 2) meeting date, and 3) the note sections (key takeaways, action items, ..) where the mix-up had occurred.
What’s the difference between Key Takeaways and Advisor Notes section?
Key Takeaways capture the main points of discussion from the meeting. This section is typically data heavy as it captures all financial details of the client: savings, checking, salary, expenses, cash, investments, portfolio, other sources of income, liabilities, etc.
Advisor Notes capture client nuances that are essential to building strong relationships. This section is qualitative and captures client’s relationships (spouse, children, etc.), major life events, financial goals, investment style, risk appetite, concerns, etc.
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