Last update: 3/24/2026
| VistaShares Specs – Call Log | |
| *IMPORTANT: CHECK IF ACTIVITIES ARE ALREADY EXISTING | |
| Field: | Notes/comments |
| Task Description | 1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 2) FAs DIFFERENT firm = FA1 and FA2 3) or more Fas, SAME firm = FA1 and Others – Firm Name 4) or more FAs DIFFERENT firm = FA1 and Others |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Type | Log a Call |
| Note Timezone | Never used |
| Group | Tick if there are multiple contacts |
| Follow-up | Never used. Plot follow-ups/tasks in a separate note. |
| Contact | External contact/s who were in the call (can do multiple tagging). |
| Assigned To | Populate as dictated. Default if none is provided: Seller name |
| Related To Campaign | When applicable or as instructed by the user, relate an campaign. |
| Related To Opportunity | When applicable or as instructed by the user, relate an opportunity. |
| Subject | Populate as dictated. Default if none is provided: “[Activity type] – [Subject/topic of the activity]” ex: Call – Follow-up GTE Conference |
| Sales Activity | Populate as dictated or based on context of the note. 1) Left Message – Left voicemail or called but didn’t answer 2) Connected Call – Conversation over the phone 3) Email Outgoing – Sent email 4) Email Incoming – Received email 5) Conducted Verbal Presentation – Presentation conducted in person 6) Virtual Presentation (Zoom/Teams) – Presentation conducted via Zoom, MS Teams, Google Meet7) 1:1 Meeting – Physical interaction with 1 advisor 8) Team Meeting – Physical interaction with more than 1 advisor 9) Branch Event – Branch-wide meeting/event |
| Funds Discussed | Product/s or fund/s discussed. Can tag multiple strategies. – AIS – ACKY – OMAH – QUSA – WILD – VistaShares Intro Call |
| Comments | Capture meeting notes in smart clean verbatim. |
| Date | Populate as dictated. Default if none is provided: Recording/email date |
| Call Log Status | Always “Completed” |
| Call Log Subtype | Always “Call” |
| VistaShares Specs – Follow-up | |
| *IMPORTANT: CHECK IF ACTIVITIES ARE ALREADY EXISTING | |
| Field: | Notes/comments |
| Task Description | 1 FA = FA – Firm Name 2 FAs SAME firm = FA1 and FA2 – Firm Name 2 FAs DIFFERENT firm = FA1 and FA2 3 or more Fas, SAME firm = FA1 and others – Firm Name 3 or more FAs DIFFERENT firm = FA1 and others |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Type | Follow-up |
| Note Timezone | Never used |
| Group | Tick if there are multiple contacts |
| Follow-up – Lead | External contact/s (lead) who the user need/s to follow up with (can’t do multiple tagging, plot follow-ups in separate notes for each lead). |
| Follow-up – Related To Account | Contact/s’ firm/s |
| Follow-up – Related To Opportunity | When applicable or as instructed by the user, relate an opportunity. |
| Follow-up – Related To Product | When applicable or as instructed by the user, relate product/s. |
| Follow-up – Contact | External contact/s who the user need to follow up with (can do multiple tagging). |
| Follow-up – Assigned To | Populate as dictated. Default if none is provided: Seller name |
| Follow-up – Related To Campaign | When applicable or as instructed by the user, relate to a campaign. |
| Contact Status | Populate as dictated by the user |
| Follow-up Subject | Populated as dictated. Default if none is provided: Follow-up – Contact Name |
| Due Date | Populated as dictated. Default if none provided: 1 business date from recording date |
| Reminder Set | Tick if user wants a reminder |
| Reminder Date/Time | Check Set Reminder? tickbox if a reminder is needed. Select dictated date and time for reminder. Default if none is provided is next business day, 8:00AM |
| Task Subtype | Always Task |
| Follow-up Sales Activity | Populate as dictated or based on context of the note. 1) Left Message – Left voicemail or called but didn’t answer 2) Connected Call – Conversation over the phone 3) Email Outgoing – Sent email 4) Email Incoming – Received email 5) Conducted Verbal Presentation – Presentation conducted in person 6) Virtual Presentation (Zoom/Teams) – Presentation conducted via Zoom, MS Teams, Google Meet) 7) 1:1 Meeting – Physical interaction with 1 advisor 8) Team Meeting – Physical interaction with more than 1 advisor 9) Branch Event – Branch-wide meeting/event |
| Follow-up Fund Discussed | Product/s or fund/s discussed. Can tag multiple strategies. – AIS – ACKY – OMAH – QUSA – WILO – VistaShares Intro Call |
| Follow-up Comments | Capture follow-up notes in smart clean verbatim. |
| Follow-up Status | Default to “Open” for future-dated tasks |
| Priority | Default to “Normal” |
| VistaShares Specs – Contact Management | |
| **only create contacts after extensive research and fully verifying whether they have a profile or not (can be from previous b/d, maiden name, etc.) | |
| Field: | Notes/comments |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Contact Management – Account Name | If existing = this is already filled, don’t change If creating new contact = tag accordingly, if multiple matches try to refer to a coworker/partner in the same office |
| Contact ID (for existing record search) | Put Contact ID to search for existing Contact to be edited |
| Title | leave blank, unless stated otherwise |
| First Name | Refer to verifiable sources (FINRA, IAPD, team website, etc.) |
| Last Name | Refer to verifiable sources (FINRA, IAPD, team website, etc.) |
| Direct Phone | leave blank, unless stated otherwise |
| Mobile | leave blank, unless stated otherwise |
| leave blank, unless stated otherwise | |
| Quick Contact/Firm Highlights | leave blank, unless stated otherwise |
| Rep CRD | Always include if contact is in FINRA |
| Billing Street | leave blank, unless stated otherwise |
| Billing City | leave blank, unless stated otherwise |
| Billing State/Province | leave blank, unless stated otherwise |
| Billing Zip/Postal Code | leave blank, unless stated otherwise |
| Billing Country | leave blank, unless stated otherwise |
| VistaShares Specs – Company Management | |
| **only create contacts after extensive research and fully verifying whether they have a profile or not (can be from previous b/d, maiden name, etc.) | |
| Field: | Notes/comments |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Contact Management – Parent | leave blank, unless stated otherwise |
| Contact Management – Owner | Record owner. Default if none is provided: User name |
| Company ID (for existing record search) | Put Company/firm ID to search for existing Company to be edited |
| Account Name | Refer to verifiable sources (FINRA, IAPD, team website, etc.) |
| Phone | leave blank, unless stated otherwise |
| Mobile | leave blank, unless stated otherwise |
| Website | leave blank, unless stated otherwise |
| Billing Street | leave blank, unless stated otherwise |
| Billing City | leave blank, unless stated otherwise |
| Billing State/Province | leave blank, unless stated otherwise |
| Billing Zip/Postal Code | leave blank, unless stated otherwise |
| Billing Country | leave blank, unless stated otherwise |
| VistaShares Specs – Opportunity | |
| Field: | Notes/comments |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Opportunity – Owner | Populate as dictated but in general should default to the salesperson requesting for the opportunity to be created |
| Opportunity – Account Name | Company the opportunity is with. Auto-populated with the contact’s account the opportunity is created under. |
| Opportunity – Primary Campaign Source | Populate as provided by the user or based on note context. |
| Opp. Owner Name (for existing record search) | Put Opp Owner name to search for existing Opportunity to be edited |
| Opportunity ID (for existing record search) | Put Opportunity ID to search for existing Opportunity to be edited |
| Opportunity Name | Populate as dictated. Default if none is provided: [Contact Name] – [Company/Firm] |
| Fund | Populate as dictated. Can only tag one strategy per opportunity. Clarify if none is provided. – AIS – VistaShares Artificial Intelligence Supercycle ETF – OMAH – VistaShares Target 15 Berkshire Select Income ETF – QUSA – VistaShares Target 15 USA Quality Income ETF – EVS – VistaShares Electrification Supercycle ETF – WILD – VistaShares Animal Spirits Daily 2X Strategy ETF |
| Amount | Populate as dictated. Field only accepts numbers and will auto-fill with dollar sign and commas once value is entered. |
| Close Date | Populate as dictated. Default if none is provided: 6 months from creation date |
| Opportunity Stage | Populate as dictated. Default if none is provided: Qualification – Qualification – Awareness – Due Diligence – Closed Won – Closed Lost |
| Probability (%) | Populate as dictated. Field only accepts numbers and will auto-fill with percentage sign once value is entered. Default if none is provided: 25% |
| Forecast Category | Always select Pipeline. – Omitted – Pipeline – Best Case – Commit – Closed |
| Next Step | Capture task instructions/comments in smart clean verbatim |
| Opportunity Type | Populate as dictated or based on note context. Clarify if unclear. – Existing Business – New Business |
| Lead Source | Populate as dictated or based on note context. Clarify if unclear. |
| Opportunity Description | Capture any notes in smart clean verbatim |
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