Dashboard
Your practice at a glance
Total Clients
0
Active relationships
Tasks Due Today
0
Across all clients
Captures This Week
0
Post-meeting notes logged
Queue Items
0
Pending for assistant
⚡ Today’s Priorities
✅
All clear — no tasks due today.
🎙 Recent Captures
🎙
No captures yet. Use the Post-Meeting flow after each client meeting.
👥 Client Manager
👥
No clients yet. Add your first client to begin tracking their 90-day onboarding journey.
Client Manager
Manage client relationships and 90-day journeys
👥
No clients yet. Add your first client above.
Post-Meeting Capture
Log a capture after every client interaction
⚡
The 90-Second Rule — Dictate your brain dump immediately after the meeting ends, while still at your desk or walking to the next one. Don’t organize, just speak.
🎙 Log a Capture
📝 Wispr Dictation Template
“`
CLIENT: [Full name]
DATE: [Today]
TYPE: [Meeting type]
KEY POINTS:
[Summary of what was discussed]
ACTION ITEMS — ME:
[Your to-dos, one per line]
ACTION ITEMS — ASSISTANT:
[Her to-dos, one per line]
FOLLOW-UP DATE: [When to reconnect]
REDTAIL NOTE:
[Anything for the CRM contact record]
📋 Capture Log
📝
No captures logged. Use the form above after each meeting.
Assistant Queue
Items queued for your assistant from post-meeting captures
📋
Assistant Return Protocol — When she’s back: open this queue → work oldest first → mark complete as done → quick 10-min sync with you for anything unclear.
✅
Queue is empty. Items appear here when you log a post-meeting capture with assistant action items.
iOS Shortcut Guide
29-action Shortcuts automation for post-meeting capture
📱
How to Import — The .shortcut file was generated for you. Open it on iPhone → Files app → long-press → Open With → Shortcuts. If blocked, build manually using the steps below.
⚙
BEFORE FIRST USE — Edit three Text actions at the top of the shortcut:
Action 1 → REDTAIL base64 auth (base64encode.org → encode API_KEY:USERNAME:PASSWORD)
Action 3 → ASSISTANT email address
Action 5 → ASSISTANT Redtail user ID (Settings → Users → click her name → URL number)
Action 1 → REDTAIL base64 auth (base64encode.org → encode API_KEY:USERNAME:PASSWORD)
Action 3 → ASSISTANT email address
Action 5 → ASSISTANT Redtail user ID (Settings → Users → click her name → URL number)
The 29-Action Flow
1
Credentials stored in Text actions
Actions 1–6 store RedtailAuth, AssistantEmail, and AssistantUserID as named variables. Edit these once and they persist.
2
Ask for Client Name
A text input dialog prompts for the client’s name → stored as ClientName variable.
3
Choose Meeting Type from list
Presents 8 options including DST/1031 and Estate Planning → stored as MeetingType.
4
Capture timestamp
Gets current date formatted as “March 10, 2026 2:30 PM” → stored as MeetingDate.
5
Open Wispr Flow
URL scheme
wispr:// brings Wispr to foreground. Dictate freely.6
Blocking screen with dictation template
Shows the structured template on screen while you dictate. Tap Done when finished.
7
Get clipboard → DictatedNotes
Wispr auto-copies transcript to clipboard. This captures it.
8
Build FormattedNote
Assembles a structured note with all variables: date, client, type, and transcript.
9
POST to Redtail API
Creates an activity in Redtail via Get Contents of URL, assigned to your assistant’s user ID.
10
Open pre-filled email in Mail
URL-encodes subject and body, opens mailto: link with everything populated. Tap Send.
11
Success notification
macOS-style banner confirms: “✅ Captured: [ClientName] — Redtail task created · [MeetingType]”
Add to Home Screen
1
Long-press the shortcut
In Shortcuts app → Add to Home Screen
2
Control Center
Settings → Control Center → add Shortcuts for one-swipe access
3
Apple Watch
Optional: add to Apple Watch face for truly instant access
Stream Deck Setup
Two options to trigger post-meeting capture from your desk
⚡
Recommended — 3 minutes to set up. Triggers your iOS Shortcut from your Mac via URL scheme. No duplicate logic — one system, two entry points.
1
Open Stream Deck Software on Mac
Launch Elgato Stream Deck. Navigate to your work profile (or create one).
2
Add “Open Website” action
System → Open Website. Drag to your preferred button slot — suggest top-left or a dedicated Meetings page.
3
Set the URL
Paste this exactly — it triggers your iOS shortcut from macOS Monterey+:
shortcuts://run-shortcut?name=Post-Meeting%20Capture
4
Set button icon and label
Right-click → Set Image → search “microphone” in Elgato’s icon library. Title: “Post-Meeting”. Use a bright color so it’s unmissable.
⌨️
More powerful — links Stream Deck to Keyboard Maestro macro. Stream Deck button fires the hotkey.
1
Import the Keyboard Maestro macro
Download PostMeetingCapture.kmmacros → double-click to import → fill in your Redtail credentials and assistant email.
2
Note the hotkey (Cmd+Shift+M)
The macro is pre-set to trigger on Cmd+Shift+M. Confirm this doesn’t conflict with another app.
3
In Stream Deck: System → Hotkey
Add a Hotkey action → set it to Cmd+Shift+M. The Stream Deck button now fires the KM macro.
4
Label the button
“Post-Meeting” with a bright color — make it visually distinct and unmissable on your deck.
Keyboard Maestro Macro
7-action macro for native Mac post-meeting capture
📥
Import the macro — Download PostMeetingCapture.kmmacros → double-click the file → Keyboard Maestro imports it automatically. Then fill in the two configuration fields below.
⚙
FILL IN BEFORE FIRST USE:
Action 5 → REDTAIL_AUTH — Generate at base64encode.org: encode “API_KEY:USERNAME:PASSWORD”
Action 5 → ASSISTANT_USER_ID — Settings → Users → click her name → number in URL
Action 6 → assistantEmail — Her email address (inside the AppleScript)
Action 5 → REDTAIL_AUTH — Generate at base64encode.org: encode “API_KEY:USERNAME:PASSWORD”
Action 5 → ASSISTANT_USER_ID — Settings → Users → click her name → number in URL
Action 6 → assistantEmail — Her email address (inside the AppleScript)
The 7-Action Macro
1
AppleScript — Activate Wispr + collect inputs
Brings Wispr Flow to front. Two sequential dialogs: text input for client name, then choose-from-list for meeting type (8 options). Stores results in KM variables PMC_ClientName, PMC_MeetingType, PMC_MeetingDate.
2
AppleScript — Blocking dictation dialog
Shows a dialog with the structured dictation template while you speak into Wispr. Click OK when done. 10-minute timeout.
3
Shell — pbpaste → PMC_DictatedNotes
Runs pbpaste to grab Wispr’s transcript from the clipboard. Saved into KM variable.
4
Shell — Build FormattedNote
Assembles the structured note using a heredoc, reading all KM vars via $KMVAR_ environment variables.
5
Shell — curl POST to Redtail API
JSON-escapes the note via Python, then fires curl to Redtail’s /api/public/v1/activities endpoint. Logs HTTP response code to PMC_APIResult.
6
AppleScript — Send email via Mail.app
Reads all KM vars via Keyboard Maestro Engine, composes outgoing message silently (visible:false), sends immediately.
7
Notification — Confirm capture
macOS banner: “✅ Post-Meeting Capture Complete — [Client] · [MeetingType] — Redtail task created · Email sent”
Hotkey & Trigger
Trigger: Cmd + Shift + M
“`
Fallback: Stream Deck → System → Hotkey → Cmd+Shift+M
Wispr Flow Template
Standard dictation structure — speak this every time
Standard Dictation Template
Speak this structure every time. The headers anchor your brain dump so your assistant can parse it without asking questions.
“`
CLIENT: [Full name]
DATE: [Today]
TYPE: [Meeting type]
KEY POINTS:
[2-3 sentence summary of what was discussed]
ACTION ITEMS — ME:
[List each to-do, one per line]
ACTION ITEMS — ASSISTANT:
[List each to-do, one per line]
FOLLOW-UP DATE: [When to reconnect]
REDTAIL NOTE:
[Anything that should go in the CRM contact record specifically]
Start immediately — don’t organize first
Say “Client: Jim Anderson, date today, type annual review” and just talk. The header anchors everything; even conversational notes your assistant can parse.
Separate your tasks from hers explicitly
Saying “Action Items — Me:” vs “Action Items — Assistant:” eliminates ambiguity and lets her work without interrupting you for clarification.
Wispr clipboard setting
Confirm “Copy to clipboard after dictation” is enabled in Wispr Settings → Output → Copy to clipboard. Required for the iOS shortcut and KM macro.
Perfect is the enemy of captured
A rough 60-second dictation is infinitely more useful than a polished note that never gets recorded. Don’t re-do it — your assistant can clean it up.
Assistant Return Protocol
Her first 20 minutes back, every time:
1
Open Redtail → Activities → Assigned to Me
Sort by due date. Every post-meeting task created while she was away appears here in order.
2
Check “For Assistant” email folder
Set up an email filter rule: subject contains “Post-Meeting:” → auto-move to “For Assistant — Action Required” folder. Process oldest first.
3
Work queue top-to-bottom, mark complete as done
Creates an audit trail in Redtail. Completion timestamps show you she’s actioned everything.
4
10-minute sync with you
Quick verbal clarification on anything ambiguous. Block this as her standing return-to-work ritual on both your calendars.