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Book client meetings into fixed meeting days with Calendly, then let Claude and an AI notetaker prep each meeting and draft the follow-up
Ryan Townsley, owner of Town Capital, a solo-advisor financial planning firm in Bel Air, Maryland (about 155 client households), on the Financial Advisor Success podcast
He schedules with Calendly and keeps client meetings to Tuesday through Thursday: long days of usually five two-hour blocks, never back to back, so working clients don't have to take time off. Monday and Friday stay open for focus, admin and process work. An AI meeting assistant (Zocks), connected to his CRM (Wealthbox), takes the notes, fills a meeting-prep template he set up in planning order, and drafts follow-up emails asking for the documents mentioned in the meeting, not just a canned list. Claude connects through Zocks to past meeting notes and, with 'skills' he wrote, drafts one-page client plans and step-by-step checklists built from his real calls.
From $10/seat (checked prices)
Medium · or we do it from $149/mo
Calendly, Claude, Zocks, Wealthbox
The problem
As a solo advisor he was near capacity: scheduling, meeting prep, notes and document requests for 155 households took time he wanted for planning.
What happened
Self-reported: one-page plans come out about 80% right before he edits them; a rollover checklist built from past call transcripts took about five minutes. With admin lighter, he hired a planner instead of an administrative assistant. His privacy setup: a top-tier Claude plan, client data only through the Zocks connection, an outsourced IT firm reviewing tools, no medical information, and exports limited to him.
Quoted in the source: Ryan Townsley, Town Capital. Source: Kitces Financial Advisor Success podcast ep. 499: Ryan Townsley, Town Capital (2026-07-21) · Added 2026-10-14. Results as reported by the source; we haven't independently verified them.
How to set it up yourself
- What he did: Calendly for scheduling, client meetings only Tuesday to Thursday in two-hour blocks (never back to back, running into the evening), and Monday and Friday kept for focus and admin work.
- Set up your booking link with meeting types, buffers and allowed days (Calendly lets you limit each event type to certain days and add buffer time).
- Add an AI notetaker that connects to your CRM (he uses Zocks with Wealthbox; Jump, Fathom and Fireflies are other options) and record only with the client's consent.
- Write your meeting-prep template once, in the order you run reviews, and have the notetaker fill it before each meeting.
- Have it draft the follow-up email after each meeting, listing every document the client said they'd send; you review and send it.
- Turn repeat work into checklists: ask Claude to read past meeting notes on one task (his was retirement-plan rollovers) and write the step-by-step.
- Before connecting client data, use a paid plan with data controls, route data only through approved connections, and have your IT or compliance provider review the setup.
- DIY adaptation (not what Town Capital uses): without a CRM connector, paste a de-identified meeting summary into a Claude project that holds your prep template, and use the prompt below.
Copy-paste prompt
You are my meeting assistant. Using the de-identified notes below from my last two meetings with this household, fill in my prep template for next week's review: 1) what changed since last time, 2) open to-dos on our side and theirs, 3) retirement income, 4) investments, 5) taxes, 6) three questions I should ask. Then draft a short follow-up email to send after the meeting that lists every document they said they'd send, with a due date. Don't add facts that aren't in the notes; mark gaps as [ASK]. Notes: [paste]
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Tools used
Calendly
Online appointment scheduling.
From $10/seat/mo (Standard); free plan available (checked 2026-10-13)
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Claude
AI assistant for writing, long documents, analysis and coding help.
From $17/mo billed annually ($20 monthly) (checked 2026-10-13)
Visit site →Some tool links may be affiliate links. Disclosure
Checked prices: Calendly: from $10/seat/mo (Standard); free plan available (verified 2026-10-13) · Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-13)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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