Telling clients about the note taker and handling consent

Last updated: October 12, 2026

This article answers the questions advisers ask about telling a client that Evie is in the meeting, and what to do when a client would rather not be recorded.

Your firm's own policy on recording client conversations is the standard to follow, and your compliance function owns it. What follows is how advisers use Evie within that policy.

Before you begin

Check your firm's policy on recording client meetings and what it asks you to say.
Decide whether Evie joins every meeting by default or only the ones you invite it to: Control when Evie joins and what it is called.
Know what happens to the recording, so you can answer the client. The transcript is stored on the platform; for in-person recordings the audio stays on your phone.

Do I need to tell the client the note taker is there?

Tell the client at the start of every meeting, before the substance begins. The usual practice is to run the note taker on every meeting and open with a short, plain sentence, for example: "I've got a note taker on the call and the meeting is being recorded. I use it so my notes are more accurate." Advisers who use the mobile app in the room say the same thing before pressing record.

What if a client objects?

Remove the note taker from the meeting and dictate your notes afterwards. In an online meeting, remove the bot from the call; for an in-person meeting, stop the recording. After the meeting, open the AdvisoryAI app, press record and read your notes into it, then create the note from that transcript in the usual way. See Record phone calls and in-person meetings.

Can I stop Evie joining a particular client's meetings?

Yes. Toggle that meeting to Blocked on the Meetings page, or block the client's email domain. If you prefer to invite Evie meeting by meeting, turn off the setting that schedules it into every call. Steps are in Control when Evie joins and what it is called.

The bot's name shows as Evie. Can I change that?

Yes. Rename it under Meetings, then Settings, for example to your firm's name. Clients then see a note taker labelled with your firm rather than an unfamiliar name, which makes the opening sentence easier.

What can the client ask me about the recording?

Where it is kept and who can see it. Transcripts are stored on the platform for 12 months. A video call recorded through the platform can be downloaded by the adviser; a meeting recorded with the mobile app keeps only the transcript on the platform and the audio stays on the phone. Supervisors see transcripts, not recording playback. If a client asks for a recording to be deleted, email support@advisoryai.com with the meeting date and the client.

Next steps

Agree the opening sentence as a firm and add it to your meeting checklist.
Set the bot's name and default joining behaviour before your next client meeting.

Ready for your next meeting? Open AdvisoryAI and check which meetings Evie is scheduled to join.