I’ve seen it work best when firms keep the rule simple: - Use notes for documenting the actual conversation (so you always have a time/user stamp and it stays in the client’s history). - Use tasks only when there’s a clear follow-up action — like Aly’s rollover example — so nothing slips through the cracks. That way you avoid duplicating info, and the client record tells both the story of the call and what needs to happen next without clutter.

Interesting to see the variety of compliance setups firms are using. From the technology side, I’ve worked with Advisor Assist and found them to be very thorough and reliable. They’ve also invested in expanding their tech capabilities over the last couple of years, which makes them a strong option for firms that want both compliance expertise and a structured platform.

I’ve seen a simple combo work well: keep contact type set as prospect vs. client, then let the pipeline stage show where they are in the process (discovery, proposal, onboarding, etc.). That way you avoid double entry while still keeping visibility. A small visual cue like Landon’s idea (photo or custom field) makes scanning lists a lot easier for the team.

@Aly Barnes , good organizsation. One tweak I’ve found helpful is pairing the numeric priority with a clear “next action” in the task. That way people don’t just know how urgent something is, they know exactly what to do next. For recurring client work, turning those into quick templates or checklists saves tons of back-and-forth too.

@Pete Dixon many thanks for that Pete. In my research research, I am finding it all the box definitely has a lot to offer. I'm particularly interested to see what they have in the way of integrations with automation tools. Are there any workflows that have to be handled manually that can be easily automated.

@Mark Hany Hi Mark, great to get your input. I've been working with RIAs for over 18 years and automation is growing rea for us. You've echo'ed a lot of what we are hearing and seeing out there. Especially around Salesforce. We're looking to develop a series of tools to help automate mising workflows that Redtail or Wealthbox have not or are cumbersome. We plan to do this in a secure and encrypted faahion with data flows that are in client control vs. at a provider. This way we keep can maintain compliance and still have something that is useful. Wealthbox - "but it’s still a bit manual for firms trying to scale repeatable processes like event follow-ups or client reviews" - thats ver interesting to me. I'll have to look into that. RedTail being around longer - w do conur with this as wwll, "Many teams feel they need to bolt on 3–4 tools just to handle marketing or onboarding cleanly." - hope to develop a clean process that can be easily implemented and adjusted. Hit me up if you want to hat sometime. I appreciate the feedback and comment.