Alcova user guide
Alcova helps financial advice firms prepare for meetings, capture what was said, and follow up. Operator, the AI assistant built into Alcova, takes notes in your meetings, drafts follow-ups and answers questions about your clients.
These guides are for advisers, paraplanners, client service officers and practice managers. Start with the tour if you are new, or go straight to the task you need.
New to Alcova? A tour of Alcova
Getting started
Operator
Using Operator
- Ask Operator Send a request from the home page or from any page.
- Approve actions and answer questions Respond when Operator stops to check with you.
- Find and manage conversations Carry on, archive, restore or delete a conversation.
- How Operator works What Operator works with, and why it asks before it acts.
Everyday work
- Prepare for a client meeting Read the briefing Operator writes before a meeting, and ask for more.
- Follow up after a client meeting Check the notes, draft the recap email, book the next meeting and save the record.
- Draft emails with Operator Get email drafts in your own mailbox, with files from Alcova attached, ready for you to send.
- Create Word documents and presentations Have Operator draft documents and slides, follow your firm's templates and use your brand colours in charts.
- Set up or update a household from notes and documents Build a household from a fact find or a meeting, and keep it current.
- Analyse portfolios and plan a rebalance Check holdings across your clients, chart them and work out the changes a rebalance needs.
- Work with files in Operator Find, read, compare, file and tidy documents, and choose where Operator saves its work.
- Have Operator remember Save client, personal and firm facts across conversations, and read or correct them in Files.
Meetings
- Find your meetings Upcoming and past meetings, search and filters.
- Start, schedule or join a meeting Set up a video call, an in-person meeting or a call you already have a link for.
- Edit or cancel a meeting Change the details, attendees or household.
- The meeting page What each part of a meeting's page shows.
- Have Operator take notes Choose which meetings Operator joins, and admit or remove it.
- Operator statuses What each notetaker status means.
- Record or upload a meeting Record with your microphone or upload audio.
- Work with meeting notes Read, edit and regenerate notes, and add your own.
- Read a meeting transcript See who said what, and when.
- Sync meeting notes to your CRM Approve notes and save them to Salesforce.
iPhone app
The Alcova iPhone app needs iOS 26 or later.
- Set up the Alcova iPhone app Install the app, sign in, turn on notifications, change settings and control AI processing.
- Record a meeting on your iPhone Read the briefing, check attendees, record in person and add a recording you already have.
- Record a phone call Record a client call on your iPhone and add it to a meeting in Alcova.
- iPhone meeting statuses What each meeting status and recording label in the app means.
Clients
- Find a household Search, filter and sort the All Clients list.
- Add a household Create a household with its primary contact.
- Work with a household The household page, its status and its team.
- Record a household's members People, entities, roles and accounts.
- See a household's portfolio Valuations, holdings and transactions.
- Contacts The people your firm knows, and adding people from meetings.
Tasks
Files
Client data room
- The client data room What firms use it for, and who can see what.
- Share statements and documents Upload files and folders, share them with clients and accountants, and see who opened them.
- Invite clients and accountants Give clients and accountants access, and receive the files they send you.
- Client data room reference Access levels, owners, limits, emails and Sharing History.
Prospects
Prospects is available on plans that include it.
Settings
To open settings, select your name at the bottom of the sidebar, then select Settings.
Your account
Your organisation
Calendars and meetings
- Connect and choose your calendars Which calendars Operator watches for meetings.
- Share your inbox with a colleague Let colleagues ask Operator about your email.
- Connect Google Meet or Microsoft Teams Create online meeting links from Alcova.
- Choose when Operator joins your meetings Auto-join rules and transcript retention.
- Create and manage meeting templates Shape the notes Operator writes.