Automating Success: How One Operations Manager Unleashed Quivr's Full Potential for Multiple Advisors
At Quivr, our mission is to empower financial advisors to achieve peak efficiency. Our weekly Office Hours are a testament to this, where we tackle real-world challenges faced by our users, finding innovative solutions together. Recently, a particularly insightful interaction highlighted the incredible power of Quivr's automation capabilities, driven by the sharp thinking of one fractional operations manager.
This operations manager, who supports two different advisory firms using Quivr, brought a fascinating challenge to our Office Hours. Her goal was to automate the initiation of workflows directly from scheduled client meetings.
The Challenge: From Calendar to Workflow
Many Quivr users integrate their scheduling tool (like Calendly) to automatically create events within Quivr when a meeting is scheduled. While this is a great first step, the next level of efficiency involves triggering subsequent actions. The operations manager wanted to know if a Calendly event could not only create a meeting module in Quivr but also automatically kick off a related workflow.
Initially, the conventional wisdom suggested that directly linking a calendar event to a workflow might be overly complex, especially considering scenarios like reschedules or cancellations. Our team had even suggested using external tools like Zapier for such intricate automation.
However, this operations manager, armed with insights gained from previous Office Hours sessions, had a different idea. She recalled a past discussion where a custom date field was used to trigger workflows via Archr, Quivr's powerful automation engine. She challenged our initial assessment, prompting us to re-evaluate.
The Breakthrough: A Simple Custom Field
Her persistence paid off. In a matter of minutes during Office Hours, we identified a surprisingly elegant solution. By creating a specific custom date field within Quivr and configuring Archr to monitor it, we could achieve the desired automation.
Here’s how it works:
The Trigger: A client schedules a meeting in Calendly, which creates an event and (in this firm's setup) automatically creates a corresponding meeting module in Quivr.
The Custom Field: This custom date field within the meeting module is automatically populated with the meeting's scheduled date.
Archr in Action: Every night at 2 AM, Quivr's Archr automation engine scans for meeting modules where this custom date field matches "yesterday's" date. When it finds a match, it automatically kicks off the pre-defined workflow.
This seemingly small adjustment had massive implications. Imagine the impact: as soon as a client meeting is scheduled and hits Quivr, the relevant preparatory workflow—whether it's for an initial discovery call, an annual review, or a specific planning session—is instantly assigned to the advisor or their team. No more manual initiation, no more missed steps.
Unleashing Proactive Efficiency
This example perfectly illustrates Quivr's core philosophy: empowering advisors to run their business with peak efficiency. The ability to automate workflow initiation based on key events means less administrative burden and more time for client-facing activities.
Beyond meetings, this same principle can be applied to countless other scenarios:
Adding a life insurance policy to a client's profile could automatically trigger a "Life Insurance Review" workflow for the advisor.
Updating data related to a disability insurance policy or estate plan could prompt the relevant review processes.
The days of sending internal emails like, "Hey, I updated the estate plan, can you review it?" are gone. Now, the advisor simply logs in to Quivr and sees a task: "Time to review [Client Name]'s estate plan," automatically pushed by the system.
This success story also underscores the invaluable nature of Quivr's Office Hours. It's a space where users can bring their challenges, leverage collective knowledge, and discover powerful solutions—even if it means occasionally proving us "wrong" (which we humbly welcome!). It’s a testament to how an engaged community and flexible technology can unlock incredible efficiencies.
If you're a Quivr user, we encourage you to join our Office Hours every Wednesday. If you're not yet experiencing the power of Quivr, schedule a demo with us to see how we can transform your firm's operations.
