Appointment scheduling service for financial advisors & wealth firms

AssistBPO's appointment scheduling service for financial advisors and wealth firms runs the review calendar by household. Every client due an annual or semi-annual review is booked in the right quarter, receives a prep pack and a document request, is confirmed the day before and rebooked promptly if life gets in the way.

Get a staffing plan Hear our demo receptionist

Get a staffing plan

A named person replies within 1 business day

A short call sizes the desk faster than email. We call only if you leave a number.

  • A named assistant proposed within 72 hours
  • A person replies, not a bot
  • Details stored only to reply. Privacy
This page Financial advisors & wealth firms Appointment scheduling service

How does appointment scheduling work for advisors?

Firms with 300 or more households cannot manage reviews from memory, and the gaps show up as clients who have not been seen in 18 months. Your AssistBPO scheduling assistant works your hours inside Redtail, Wealthbox or Salesforce and Calendly, Microsoft 365 or Google Workspace, builds the review campaign from the CRM's review-date field, contacts clients through your archived email and phone with lawful consent, offers slots that match the advisor's rules for review length, meeting type and buffers, sends confirmations and reminders and updates the CRM when the meeting is held. Tax-season meetings, RMD conversations and beneficiary reviews are scheduled as seasonal campaigns. Prospect meetings from referrals and seminars are booked the same way. A trained backup covers leave.

What tasks does appointment scheduling cover for financial advisors and wealth firms?

  • Build quarterly review campaigns from CRM review dates by household
  • Contact clients through archived email and phone to book reviews with lawful consent
  • Offer slots by the advisor's rules for meeting length, type and buffers
  • Send confirmations with document requests and prep packs
  • Remind the day before and rebook promptly after cancellations
  • Update the CRM review date and workflow when the meeting is held
  • Schedule tax-season, RMD and beneficiary review campaigns
  • Book prospect meetings from referrals and seminar follow-ups

The KPI that matters here

Reviews held versus due per quarter by household, and the rebooking rate after cancellations. Reviews scheduled but never held are the number that hides at most firms.

What rules does appointment scheduling follow for advisors?

  1. GLBA Safeguards Rule and Regulation S-P. Client nonpublic personal information is handled under your written information security program: least-privilege access, MFA, managed devices, no local storage and no data outside your systems, consistent with the FTC's Safeguards Rule (16 CFR Part 314) and the SEC's Regulation S-P for registered advisers.
  2. No licensed advice, no money movement. Assistants never give investment, tax or insurance advice, quote performance, recommend products or execute transactions. Money movement requests are captured and routed to licensed staff for verification under your policy and the rules of the SEC, FINRA and your state regulator.
  3. Books and records and supervision. Every client email, text and call runs through your archived and supervised channels, consistent with Advisers Act Rule 204-2 and FINRA Rules 3110 and 4511. Assistants never contact clients from personal phones or unarchived apps.
  4. Recording notices and the Marketing Rule. Calls carry a recording notice in two-party consent states such as California and Florida. Social posts, testimonials and seminar materials go through your compliance pre-approval under the SEC Marketing Rule (206(4)-1) and FINRA Rule 2210.

Advisors software we work in

Also in use

  • Redtail CRM
  • Wealthbox
  • DocuSign

See all 80 tools we work in

More for financial advisors and wealth firms

Other services for advisors

Appointment scheduling in other industries

Frequently asked questions

How do you decide which clients get a review and when?

From your service model, encoded in the CRM: review frequency by client tier, the month or quarter assigned to each household, preferred meeting type and the advisor responsible. The assistant builds the campaign from those fields, so the firm's rules drive the calendar rather than whoever calls first. Households without a review date get flagged in the weekly review so the advisor can set one.

What goes into the prep pack and document request?

Whatever your advisors use today, standardized: the agenda for this type of review, a request for updated documents such as tax returns or insurance statements, a reminder of any open items and the meeting link or office address with parking notes. Internally, the advisor receives the household summary, open service items and last meeting's action list. Templates are approved by your compliance officer before use and sent through archived channels.

Can the assistant schedule prospect and referral meetings too?

Yes. Referrals introduced by clients, seminar registrants who asked for a meeting and website inquiries are contacted with lawful consent, booked into the advisor's discovery-meeting slots, sent a confirmation with your intake questionnaire and logged as opportunities in the CRM with source. Reminders reduce no-shows, and the weekly report shows prospect meetings booked, held and converted to onboarding.

Ask an AI assistant to summarize this page

Opens the assistant with a prefilled prompt so you can check our claims against the page yourself.

Next step

Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

Get a staffing plan Book a 20-minute call

Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.

  • A named assistant proposed within 72 hours
  • Employed, screened and managed staff, never freelancers
  • Your hours, your tools, your data
Call WhatsApp Staffing plan