Name: One of the Most Valuable RPAG Features that Most Members Aren’t Utilizing
Uploaded: 2026-03-11T18:00:46.912Z
Duration: 28 min 33 s
Description: One of the Most Valuable RPAG Features that Most Members Aren’t Utilizing

Transcript for "One of the Most Valuable RPAG Features that Most Members Aren’t Utilizing": Good afternoon, and welcome to today's webinar, on automated meeting minutes. Within the webinar console, you'll find the presentation slides as we share them, an option to submit questions, dedicate a q and a session, will follow the presentation. Please use the q and a box to share your questions anytime. Additional educational resources are available on the docs tab, including the information on subscribing to our advisor edge newsletter. We also encourage your feedback regarding the session and suggestions for future topics. Please complete a survey following the q and a segment. Thank you for your participation. We look forward to providing valuable insights during today's program. Now it is my great pleasure to introduce Brooke Visagie. She is a solution engineer at RPAG and many of the members on this call have had the opportunity to work with Brooke. And for those who have not, she looks forward to the events in the future. Hi, everyone. It's a pleasure to be here today. I'd like to start by thanking you all for your time and taking that time out of your busy schedules to learn more about the RPAG portal. Speaking of busy schedules, today, we'll be talking about a few efficiency tools available to you in the RPAG portal. Specifically, we'll take a look at our meeting minutes and meeting agendas. Meeting minutes, as I'm sure you know, are an important way to document key decisions, discussions, and takeaways that you have with your plan sponsors. By taking advantage of the RPAG meeting minutes tool, you'll save hours of time utilizing auto generated summaries and sleek instant formatting. This will give you time back to focus on what matters most from building client relationships, prospecting, or even just getting a few minutes back in your day. With the RPAG meeting minutes tool, you can write your meeting minutes in just a few minutes. So with that, let's get started. Okay. Alright. To run your meeting minutes, you're first going to want to locate the client that you'd like to run the report for. You could, of course, do this by clicking on the client prospect tab in that top right corner, choosing your client, and landing on the client detail page. You'll notice in the bottom right, you'll have a meeting minutes, meeting agenda, and a few other report tabs available to you. Click on the plus button next to meeting minutes to get started. The first step is selecting your report type. Meeting minutes have templated responses for investment reviews, provider analysis, provider overview, which is that first services only option in the provider analysis, target date fund analyzer, and other. Other would allow for custom options. So if you need just completely blank notes to type in, you can use this For today, we're going to take a look at the fiduciary investment review. Once we have our report type selected, we'll click on our report that we want run the meeting minutes for. And from there, information will start to pull in. If you have additional themes related to your firm, you can select them here or use the default colors. If you have created meeting minute templates for investment reviews before, you can select them here as well. The meeting date will auto populate to today's date, but clicking on the calendar icon will give you an easy option to swap it out. The quarter and year will flow in from your report, and the last step is to just give it a name. From there, we'll click create meeting minutes, and the report builder will start to generate below. The first section asks us to select meeting attendees. If we want to choose additional members, we can by selecting all or picking them in a specific order. You can also mark attendees as absent. You can choose additional people from your firm if you would like to add your coworkers or colleagues who sat in on the call. You can also add other attendees. You'll notice at the top that there are add new contact boxes. If you have a new committee member or another person from your plan sponsor that was at the meeting that you expect to add into additional reports, it's easy to add them as a new contact by clicking on that plus button, entering in their information here, selecting a contact type as either committee, noncommittee, or anything else, and then clicking save. This will save them to your client details page so you can pull them into other meeting minutes and meeting agenda reports going forward. If you need them as a one off basis, maybe you have a relationship manager from your recordkeeping side that sat in or a TPA side that you don't necessarily need as a permanent contact, you can add them under other attendees by clicking on this plus button, entering in a company name, and then that attendee's name as well. Once your attendees are squared away, the next section is to look at meetings topics discussed. The first part is an administrative checklist. So this is for you to make note of what you have accomplished so far. It could be in this meeting. It could be in previous meetings. You can also add in custom notes here as well. So if we were to put in, additional notes, maybe we can, maybe we can note that there was a new committee member that reviewed the charter. The next section is when your autofill summaries will start to populate. So if we take a look at our investment analysis summary, we'll notice that it fills in below. If we drag this corner down, we can see the full summary. The investment analysis summary is going to go through the investment review that you selected and pull in data related to your plan asset allocation, as well as the quarter and year it was run for, and then a summary of your lineup. You'll notice that this text box is editable. So if you want to add in additional notes or any additional language, you can easily click in and make those changes. You can also take features out. So if you're looking to have a very short meeting minutes, maybe you don't need the whole summary of your fund lineup, maybe you just want to keep on the watch list and replacements, you can always take out sections as well. The next part that will auto fill for you is our market summary. Our market summary is written by our investment team each quarter, and it'll pull in here for you. If you would prefer to write your own custom market summary, you also have that option. This blank box will give you free range to put in your own, information, your own details that maybe your firm provides or that you write yourself. If you'd like to use our market summary, you can also use additional quarters. Maybe this is an annual meeting and you want to include past quarters leading up to that meeting, you can always choose previous ones as well. And if you'd rather stay with one, it's easy to remove sections by clicking delete section. The next part that will auto fill is our scorecard methodology. We have this available for you in a short and extended version. It's always nice to have a quick reminder for your plan sponsor when they're looking at their meeting minutes and they see the scores next to funds so they can be assured that they understand what it means. Lastly, we have a fund review. So if you made considerations in step two of your investment review, they'll appear here. Those considerations are going to include options that were flagged by you or options that were, set for eliminate and replace as well. And then you have additional notes once again at the end of this section. In this case, you could make notes of if the plan sponsor commented on the small cap value fund. The next section is for fiduciary governance. If you reviewed your fiduciary diagnostic, you can check that off here and enter any comments. If you reviewed education modules, which are modules you can add in your FIR, they're located under the plan design tab. If you select a module there, it'll pull in for you and include a brief summary of what that module was and what it covered. The same, goes for the fiduciary documentation. This will give you another box where you can add in specifically which documents were reviewed and if there were any other notes that came up with it. We also provide legislative updates. So our team writes these legislative updates for you. And very similar to the market review, you can also add in previous quarters here by clicking on the plus button and then choosing from the drop down another quarter and year. Once again, we have space for any additional or custom notes. The next section is our demographics. If you have demographics filled out in your plan details page on the plan design and demographics card, the summary will pull in here for you. And the same goes for your fee summary. Again, these boxes are editable. So if you wanted to add in additional language or additional notes, it's very easy to click in and make those edits and move on through the report. Lastly, we come to custom sections. So similar to these other editable text boxes, we can create brand new sections and write in them however we need. Let's say we wanted to make a section dedicated to committee decisions. We could make that header, the subheader, maybe it was for fund review, And then our committee decision at the bottom, maybe it was decided to proceed with fund replacement. You can also include other options like your adviser disclosures. These are tied to your user profile. So if you don't see something pulling in here, you or your company admin can add them to your user profile by going to your company page and entering them there. Lastly, we have RPAG disclosures and then follow-up tasks. Follow-up tasks are great action items to include in your meeting minutes. And in the RPAG portal, you can assign them to yourself and your colleagues, and these will appear in your to do list and on your calendar. So if we were to add a scheduler as a follow-up task, we'll pick the due date when we go to schedule it. We'll choose an assignee from our firm, and then we can give a description as well. There's also additional follow-up tasks. If you have a pending action item that doesn't quite fit any of these, you can always create your own, very similar to how we made those custom sections. So you'll give the task a name, choose an assignee and a due date, and then give it a description. From here, you have the option of publishing this straight to the fiduciary briefcase. You can choose the orientation as well and even save it as a template. Your templates are report type specific. So if you were to make a template right now for your meeting minutes, this would appear as an option whenever you run fiduciary investment review typed meeting minutes. This is really because those other types of meeting minutes have slightly different formats and slightly different boxes available, but they're very easy to use. And once you make the template, anyone in your firm can use it. Lastly, we'll click save and generate report and then some behind the scenes movie magic. I already have one pulled up for us. We'll take a look at it right here. So you can see our client's company logo has pulled in. We'll see our attendees. We had an additional attendee entered here, and one of our committee members was absent. Here's our administrative checklist and our investment analysis summary, our market summary for q four, Scorecard methodology, fund review, notes from this section. Here's our fiduciary governance. So we reviewed the education education module that was in the report. As well as a brief summary of that module. Here's our legislative update for Q4. Our plan limits table, this is updated in November. We can see our 2026 guidelines are out. Demographics, our plan fee summary, and here's our custom section where we created for committee decisions and fund replacements. Then we have our pending action items and disclosures. Now this meeting minute report is four pages long. We saw that there's a lot of sections you can customize so you can shorten them if you prefer. You can leave other sections out if you feel they aren't as important for your meeting minutes and for your purposes. But this is really a tool for you to create the right documentation for your plan sponsor and your plans. Okay. Let's take a look at our next report meeting agendas. And then after that, we'll have time to discuss any questions that came up during this presentation. So first, if we were to go back to our client detail page, we'll see our meeting minutes that we just created are available here. When we do generate copies, you'll notice that after it's generated, you can grab an instant copy by clicking on a PDF icon. Once they're generated, you can also add them straight to the briefcase. So if you didn't add it to the briefcase when you first made it, you can do so now. If you're not familiar with the fiduciary briefcase, it is a shared document storage vault that you can set up with your plan sponsors so that they can access documents you upload. This can include things like your minute meeting minutes, your investment reviews, and other uploaded documents, But it's very easy to do so. It's just one click once you've generated them. So now let's take a look at our meeting minutes. So clicking or meeting agenda. Clicking on the agenda tab gives us a list of our previous agendas as well with the same kind of action buttons available for us. If we click on the plus button, it'll bring us to the report builder. Once again, we're going to choose our report type. We see there's a few different options, but we also again have that custom option available. Let's choose investment review. Report theme, if you have if you would like a theme outside of your default, you can choose that here. Then we'll give it a name, a report header, and then you can select your meeting type. The meeting date, again, this is something that should populate to today's time, but you can always push this out. Maybe this is for a meeting next week at two. And then you'll choose your time zone and create meeting agenda. Similar to your meeting minutes, the next section is for your attendees. In the exact same way, you can select additional attendees. You can also add new contacts using this button, this button, or this button. Again, just as before, this would save it to your client detail page so you can pull them into your meeting minutes and meeting agendas going forward. If you do, again, expect someone else to attend the meeting that you don't necessarily need as a saved contact but would like them on the report nonetheless, you can use this other box or other button in the same way as before. You can also add additional people from your firm by selecting their name and adding them here. The sections that fill in are related to meeting details, topics to discuss, and disclosures. So meeting details, maybe this is related to resources. So if you needed your plan sponsor to bring, additional documentation or maybe they had statistics that they wanted to cover. Maybe there was something else. Maybe it was related to where the actual meeting takes place. Whatever additional details you need to include, you can type it here. And then topics to discuss, this is a templated form based on that report type that we selected. So the other report types we selected will have slightly different fill ins for topics to discuss. Again, this is editable. So if there's something you don't expect to cover, you can always remove it. There's If additional features or additional bullet points you want to add in, you can do that here as well. And the same goes for your disclosures. So if you need to switch disclosures, you can. And then we have custom sections. The custom sections in your meeting agendas work exactly the same as the custom sections in your meeting minutes. So you can create those headers and add in your additional notes. You can create multiple custom sections as you see fit. You can also remove these select or these sections if you need. And again, we'll have the option to publish to the briefcase or simply save and generate. So let's take a look at a meeting agenda. We can see here we have our agenda header, and this is our client logo. Has our time and date and location as well as our attendees, meeting details, topics to discuss, and our disclosures. So this is just one page as we saw before. Again, this is something that you can expand or shorten as much as you need. It's also worth noting that when we go back to our client detail page, let's say we send out our meeting agenda to the plan sponsor. We've uploaded it to the briefcase, and they come back and they tell us, well, actually, can you add in an additional item? It's really easy to make that revision. All you have to do is come back in, click on the meeting minutes name, add in your revision, and then save and generate the report, and reupload it to the briefcase. And then you'll have a fresh copy with the new item added. And again, as I mentioned before, it's very easy to use these action items on the right hand side to grab instant copies, upload them straight to your briefcase, or delete old meeting minutes or meeting agendas. Alright. I think we can take a look at some q and a questions now. Presentation. Thank you for that. Our first question is, if no market update took place during the meeting, is it easy to remove? Conversely, it should never be there if it's not discussed at the meeting. Correct? So for the market update, so if we were to take a look in our meeting minutes section. Right here, if we're looking at this market summary, yes, we can always take this out. We can uncheck it. If it's not saved in your template, so if you don't use a template here as your default, when you first pull it in, this box won't be checked, so you can check it there. If you want to remove this line, you can as well. So all you would need to do is delete it. This comes from a templated version, so it's part of language that would populate anyways regardless, of what exactly is included in your report. The investment analysis summary that really reads the report is going to be related to your planned asset allocation breakdown, your funds, and then those considerations you make in step two. But if you needed to delete that line or reword the language, you can always do so by clicking in. And then you'll notice right here, there's a little checkbox that tells us it's been saved. Okay. Next question. If I want to make sure my previous meetings are covered in my fiduciary investment review, is there an easy way to include previous meeting minutes in that report? Yes. So it's very easy to include your previous meeting minutes in your FIR. When you create your investment review, there is a module within the report specifically dedicated for previous meeting minutes. And you'll find it right here under your documents and disclosures tab where you can upload those meeting minutes that you've generated. This will pull straight from the portal, So you won't need to select or upload it manually. You'll just be able to choose the meeting minutes name here and hit save, and then they'll add into your report. So if you want to review your last meeting minutes in your next meeting, it's very easy to sync them up. Great. Another question. If I didn't generate a report in the portal, can I still create meeting minutes? Yes. So we saw in the meeting minutes and meeting agendas that one of the report types we could select was other or custom. So if we were to take a look at the option for other, we'll notice that there's not really a report to select. We can give it a name and hit create, and this is going to give us just a bunch of custom sections to fill out and edit. Okay. Thank you. Another question. If I create meeting minutes, who in my firm can see them? Anyone that has access to this client in your firm can see the meeting minutes and reports associated with them. So if you're working on this with another service consultant and they're assigned to the client, they're able to see the reports that you run, including meeting minutes. When you upload these to the fiduciary briefcase, then your plan sponsor, as long as they also had a log into that briefcase, would then be able to see your meeting minutes as well. But only the ones that you choose to upload. K. Are there custom templates available for meeting minutes? Yes. So we saw that there are the report templates available for you here. These are ones that you and your firm can create. Like I mentioned, you only need to make a template once, and then everyone in your firm can use that meeting minutes template. So if you have custom sections that are specific to your firm or your practice that you always want to include in your meeting minutes, you can make the template once. And then in all your future ones, you would just select it here at the beginning, and those custom sections and check boxes would fill in going forward. Okay. Another question. The meeting minutes report is great as a follow-up to a meeting. Is there a way to consolidate the multiple reports we generate for a trustee meeting, fiduciary investment review, prism fee report, asset class reports, if providing deeper due diligence on funds for review or replacement so we can present an abbreviated summary instead of flipping through 30 to 60 pages from multiple reports. I hear you. I think one of the ways that you could utilize the portal as is would be to take advantage of those custom sections. So there wouldn't quite be as many autofill summaries for an asset class review, unfortunately. I hear you on that. Those are dense reports. But it could be a piece where you can edit and add to it as well so that it becomes more of an executive summary than just meeting minutes. So in a sense, you could still run those reports. And then rather than using this as a follow-up, you could present it as the executive summary version instead. Okay. The meeting date always auto populates for our firm with the date of the review. Now that I'm thinking about it, I have an idea how RPAG is fed that information. Do you know? The meeting date that selects is either going to populate from the date that you create the report, or if you have a service template you've associated with the report, it should pull in there. Or again, in that step three of your FIR, when you go to generate it, we can take a look real quick. There's another spot where it'll ask you to choose a date. So once you click once you click done, right here, if you choose a meeting start date or associate it with a service plan, then that is the date that would populate. Okay. Are there going to be any updates to the presentation formats in the near future? The current layout is not conducive for a $100,000,000 client. It'd be great to see some different outputs for the reports. That's a great suggestion. We do have updated reporting coming soon. Throughout the year, our report outputs are going to get a nice facelift, a nice refresh. So you should definitely keep an eye out for those new sleek formatting styles coming in the future. Okay. Another question. Is there a drop down tab for building out an FIR to upload the agenda? Yes. So we saw that in the report builder step in step three of the FIR. It's under that first tab where it says documents and disclosures. You'll check the you'll click on the plus button next to the one that says meeting minutes, and then you'll choose your meeting minutes within the module. Will today's presentation be added to our PAG University? I don't know if I'm RPAG University, necessary level, but we will certainly have a recording available for you. K. Are to do items still available on the meeting minutes to be fed to the RPAG to do area? Yes. So the meeting minute items that we make calendar. So we'll see that I made quite a few of these test ones leading up to it, and I scheduled them all for the same day. They're right here on our calendar. And then if we go into task to do from our main landing page, it'll give us a list as well. So we can see here our schedulers, our new custom tasks related to it as well. So they'll all appear here, with those upcoming dates. So here are the ones from our meeting minutes that we've seen. Okay. Next question. I'm writing up a client's meeting minutes, and the system keeps automatically moving a cursor over all over the page when I'm typing. How do I get this to stop? I can't say I've run into that personally, but if you do feel that you're experiencing a glitch, a general troubleshooting suggestion is to clear your cache and refresh your page. I know it's kind of a silly trick, but it does work most of the time. And if the issue persists, please reach out to our support team @supportatrpg.com for further assistance. Okay. I think we've got one question left. Is there a dropdown tab we're building out of no, I think that one already. Didn't we get that one, the agenda one? Yes. Okay. I think we're good. That seems to be all the questions we have today. Alright. Well, thank you all again for your time. It was a pleasure getting to present with you, and I really appreciate your participation and all of your questions. So if you do have any questions, we're happy to follow-up with you after the webinar as well. And then keep your eye out for the recording that'll be posted in the coming days.