video calls
scheduled meetings and reviews, attended and written up without anyone taking notes in the room.
the client record
one client, one continuous history
a record that deepens
every time you talk.
a transcript is a file from one meeting. a record is the whole relationship, held in order, with every commitment, document and change traceable back to the moment it appeared. shandy keeps the second kind.
this is the part that compounds. the first week shandy saves you the write ups. by the sixth month it knows the relationship well enough that a review draft arrives already aware of what was said in february, what the client asked by email in march, and what you decided not to do in april.
01 / inputs
what goes into the record
nothing worth keeping
stays outside it.
a client relationship is not conducted in one channel. it happens on a scheduled video review, on a phone call from a car park, in a note you dictate afterwards, in a signed form that arrives as a scan, and in the email thread that runs quietly underneath all of it.
phone conversations
the short call that changes a plan is held to the same standard as the formal annual review.
voice notes
dictate what happened after a face to face meeting and it enters the record as a proper source.
documents and email
uploaded files are read for their detail, and the connected inbox keeps the thread in view.
what is extracted
decisions, commitments, new facts about the client, changes in circumstance, objectives, and anything raised that needs a follow up.
what is linked
every extracted item carries a reference back to the source: which meeting, which minute, which document, which thread.
what is produced
a summary for the file, tasks for the follow ups, and updated context for every document shandy drafts afterwards.
what is discarded
recordings and transcripts can be deleted automatically on your firm's schedule once the record itself has been written.
02 / the timeline
in order, with sources attached
12 mar, 14:02
annual review callsummarised, 3 follow ups extractedvideo
12 mar, 14:31
investment policy statementfirst draft, in your templatedocument
09 mar
quick check invoice note, risk tolerance notedvoice note
02 mar
re: contribution changeemail thread, linked to recordemail
21 feb
signed risk questionnaireuploaded document, fields readfile
14 feb
portfolio discussionphone call, rebalance agreedphone
02 feb
annual review, prior yeardocument on file, read for contextdocument
one client recordsix weeks, six sources
02
chronology is the whole trick.
most practices hold all of this already. it is just scattered: the summary in a document folder, the questionnaire in a scanning system, the agreement in someone's sent items, the phone call nowhere at all. retrieving it means knowing where to look and having time to look there.
shandy puts the same material in one order and keeps the links intact. the rebalance agreed on the phone in february sits a few rows above the review that acted on it in march, and each one points at its source. when a client asks when something was decided, you are reading rather than reconstructing.
it also means a document drafted today is drafted from the full history rather than from whatever you happen to remember this afternoon.
traceability
every summary line, extracted fact and drafted paragraph keeps a reference to where it came from, down to the minute of the call.
03 / how it compounds
the record gets better at its job
month one is useful.
month twelve is unarguable.
the value of a record is a function of how much of the relationship it holds. that is why shandy is worth switching on before you are sure about it: the account you open this week is the context the drafts rely on next year.
01
first conversation
the call is summarised, the follow ups are extracted, and the client's circumstances are captured as stated rather than as remembered.
02
first document
the review or policy statement is drafted from that conversation and whatever you have uploaded, in your firm's template.
03
third month
the record holds a history. drafts stop asking you for context you have already given once, and the follow ups carry themselves forward.
04
next annual review
preparation starts from a complete picture of the year: what was agreed, what changed, what was promised and what is still open.
what this removes
- re-reading last year's file before every review
- asking a client to repeat something they have already told you
- handover conversations before a colleague can prepare a document
- the quiet risk of a commitment that exists only in one person's memory
what it does not change
- you still decide what is suitable and what is recommended
- you still review and sign off every document and form
- your firm still sets what shandy may fill, see and keep
- your client data is still never sold and never used as training data
04 / using it
ask the record a question
04
four minutes before a call is enough.
the record is not an archive you visit when something goes wrong. it is the thing you query before a meeting, during a meeting, and in the ten minutes after it when you decide what happens next.
ask in plain language. shandy answers from the record and shows its sources, so you can check the answer rather than trust it. then tell it what to draft, and it writes from the same material it just quoted back to you.
- what did we agree at the last review, and what has moved since
- what is still outstanding for this client, or across the whole book
- what did the client tell us about their objectives, and when
- draft the review from this, and leave the figures for me
before i call them, what has changed since the last review?
three things. risk tolerance was revised down in a voice note on 9 march. a contribution change was raised by email on 2 march and is unresolved. the rebalance agreed by phone on 14 february was carried out and is reflected in the march policy statement.
from: voice notefrom: inboxfrom: phone call
and what did i promise them?
two open items: confirm beneficiary details, and send the revised contribution schedule before the next meeting. both were raised in the 12 march review call.
2 open follow ups
pre call briefingtwo questions, no searching
05 / control
who sees it, how long it is kept
a shared record only works if the firm controls access to it.
the point of one record is that the adviser and the people supporting them work from the same material. the condition of that is proper access control and a retention policy the practice sets rather than inherits.
who can see a record
set by the firm through permissions, by adviser and by team, rather than left to whoever shares a document first.
who can act on it
drafting, editing and sign off rights are assigned separately, so support staff can prepare work without owning the decision.
how long sources are kept
recordings and transcripts can be deleted automatically on a schedule you configure, while the written record remains.
what happens to the data
it is not sold and it is not used to train ai models. it is held to do your firm's work.
for multi adviser firms
permissions, teams and shared templates
the team tier adds member administration, access control, central billing and firm wide compliance oversight on top of the record.
on data handling
retention, standards and what we will not do
the full position on security, retention controls and training data is set out in one place rather than buried in terms.
the relationship, remembered
rather than re-keyed.
you have had the conversations. you have made the commitments. the record should hold them without costing you an evening a week to maintain, and it should be there the moment you need to rely on it.
start free ›
self service onboarding, free to begin, useful from your next client conversation.