Hello! We’re currently refining our Ops structure and looking to improve efficiency, and I’d love to get some input on a couple of areas: 1. We’re considering setting up a centralized “operations@...” email and a dedicated operations phone number for all client communication, rather than having messages come from multiple Ops Associates' emails/phone numbers. Does anyone use a system like this? What are the pros and cons? Have you run into any challenges — like emails getting missed — when managing a shared inbox? 2. We’re also working to better leverage activities/workflows in our processes (we use Redtail). For teams that use activities to manage requests between advisors and operations, how do you handle task delegation among multiple Ops Associates in a centralized operations structure?

I’m trying to systematize our operations and build workflows for repeatable tasks. I started with the easier service tasks but I’m still struggling to understand the best workflow structure in Wealthbox (i.e., the logic behind how workflows should actually be used). Take a simple example: mailing a check. I’m with LPL, so most checks can be mobile deposited, but occasionally we still have off-platform rollovers, 529 contributions, etc. You’d think this would be straightforward to document. My biggest frustration is the need to use both notes and workflows to accomplish one simple process. What I’m trying to accomplish: Document the “why” behind the money movement — when it was discussed, when the movement should occur, recommendation rationale, etc. Example workflow: Receive check→ Confirm receipt with client if mailed to office→ Document receipt via note→ Prepare mailing and record in check log→ Mail check and record tracking #→ Confirm deposit with custodian→ Send confirmation to client In that process we typically contact the client twice (receipt + confirmation), and I’m trying to maintain a record of why the transaction occurred (rollover, contribution, recommendation date, etc.). The issue: - Workflow comments don’t show up in Wealthbox reports - Replies to notes don’t appear in reports either - The client feed gets cluttered with workflow subtasks - Meanwhile the actual narrative of what happened gets fragmented across tasks and notes So I end up maintaining both notes and workflows, which feels redundant and messy. For those who have really dialed in Wealthbox: What’s the best practice for structuring workflows vs notes so you preserve the narrative while still using workflows as checklists?

What company/product do you use for email retention (compliance purposes) for an RIA that uses Microsoft 365 for Emails?

Hello Wealthbox users. We are in the process of possibly switching from Redtail to Wealthbox. For current Wealthbox users, can you share with me your stages of onboarding a new client? I would appreciate any input of the best way to lay this out.

Our firm is working on strengthening our cybersecurity and would like to implement an identity verification tool to use with clients. With the increase in hackers using A.I. to impersonate voices and spoof phone numbers, we would like to use a tool to send clients a SMS verification code when they call in with requests and verify the code. We found Twilio Verify, but after digging more into the tool, it seems that it is just an API tool that requires you to code it into an existing website/app or use 3rd party vendors with it. It just seems much more complex than we would prefer. I would love to see what other RIA firms are doing to verify client identities and what tools are being used for SMS OTP verification.