Overview
We understand that reviewing your clients' financial plans regularly is at the heart of the service you offer. Based directly on your feedback, we are working on an update to the Xplan Review area to make recording annual and ongoing reviews faster, clearer, and far more consistent.
These changes are being planned for release during October 2026.
Here is a preview of what is changing, why it will help your business, and how you can get ready.
Easily record how review meetings are conducted
What is changing: We are adding a new dedicated Meeting Format field directly to the Review screen. This lets you record whether a review was conducted face to face, over a video call, by phone, via email, or through digital messaging.
Why it matters for your firm: You no longer need to set up separate review types for every delivery method or hide meeting notes in separate file attachments. It gives your compliance team a clear, reliable record of exactly how your review services were delivered to each client.
How to get ready: Review your current list of review templates. Once this update arrives, you can simplify your review setup so templates only need to cover the type of review delivered, rather than how the meeting took place.
Record the outcome of a review (new for regions except UK)
What is changing: We are making the Status Outcome field available across all Xplan sites globally. This field allows you to record the result of a review cycle, such as whether new business was written, advice was declined, or the client was unable to be reached.
Why it matters for your firm: It gives your practice management and compliance teams an instant view of client engagement across your whole business, making audit reporting and review tracking much simpler.
How to get ready: Review the standard options available and decide if they need any updates before introducing to your team:
- Declined
- Deferred
- Held - New Business
- Held - No New Business
- Unable to contact client
Display of completed date / time
What is changing: We will be adding the review’s completed date / time to the Review List element (and also the Review group if you use that).
Why it matters for your firm: At a glance, you get an immediate view of the client’s review history - when it was scheduled for and then when it was marked as complete in Xplan. Used in conjunction with the Status outcome field, you can instantly see the outcome of each review over time.
How to get ready: No action needed, this data will be visible from upgrade.
Custom controls for your firm's compliance rules
What is changing: Site administrators will be able to choose whether confirming the Meeting Format or Status Outcome is optional or mandatory when a team member completes a review task. If you are on a shared Xplan site, then these settings will be available for your group as well. Note that both of the new settings will be defaulted to off (“No”) to preserve your existing workflow.
Why it matters for your firm: Although the requirement for regular reviews is the same across firms, each of you will operate differently. This setting ensures that if your business requires this information for compliance, the system prompts users to complete it before closing off the review case. If your firm prefers a lighter approach, you can leave it optional so your day-to-day workflow remains unchanged.
How to get ready: Decide whether your firm wants to mandate these fields upon review completion or leave them optional. On upgrade they will be optional, so that your current workflow is unaffected.
Fresh review records every year
What is changing: When a review is completed and the system automatically sets up next year's review, we will ensure that the meeting notes, meeting formats, and status outcome data from this year will not be copied to next year's review.
Why it matters for your firm: Starting each new review period with a clean slate prevents old notes from accidentally carrying over, ensuring your records stay accurate year after year.
Update review details directly from tasks
What is changing: We are adding a new Update Review action directly into your daily tasks. This means you can update a review’s status outcome or meeting format straight from the task screen without needing to open the full client review record separately.
Why it matters for your firm: It cuts out extra clicks and screen navigation for your administration team, making day-to-day task completion much faster.
How to get ready: Let your team know that once the update is live, they will be able to mark off review steps and log outcomes in one single step right from their task list.
Notes on handling for bulk administrative tidy-ups
What is changing: If your firm completes or deletes a large batch of tasks at once using bulk actions, Xplan will automatically bypass mandatory review pop-ups.
Why it matters for your firm: We know bulk updates are usually used for administrative house-cleaning rather than recording real client meetings. Bypassing pop-up checks during bulk updates means you can clean up historical tasks quickly without being interrupted by unnecessary validation screens.
How to get ready: No special preparation is needed. The system will handle bulk actions smoothly behind the scenes while keeping your active, individual review workflows compliant.
Richer reporting capabilities
What is changing: We are expanding Xport to include new reporting options that link reviews directly to their underlying tasks and cases. We are also adding the new Meeting Format field to the standard Client Review List management report.
Why it matters for your firm: Practice managers and compliance officers can build detailed custom reports showing not just when reviews happened, but how they were conducted and which workflow steps were completed.
How to get ready: Speak to your reporting manager about any custom Xports or Excel spreadsheets your firm uses for review tracking so you can plan how to include these new fields once released.
