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Meeting Templates

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What Are Meeting Templates?

• Structure of meeting summaries
• Which sections to include/exclude
• How information is presented
• Email format and content
• Action item formatting

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Pre-built Templates

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Accessing Templates

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View Available Templates

1

Navigate to Templates

Go to Settings → Templates in your dashboard to access the template library.

2

Browse and Select Template

Browse the available templates, preview them to see examples, and select your preferred default template.

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Creating Custom Templates

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Template Builder

1. Settings → Templates → Create New
2. Name your template
3. Choose base structure or start blank
4. Add/remove sections
5. Configure each section
6. Preview and save

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Sections You Can Include

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Section Configuration

Section Settings:
  Display Name: "Action Items"
  Order: 3
  Always Show: true / false
  AI Prompt: "Extract all tasks with owners and deadlines"
  Format: List / Paragraph / Table
  Max Length: 500 words
  Include in Email: Yes / No / Summary Only

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Template Examples

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Executive Summary Template

# Meeting: [Title]
**Date**: [Date] | **Duration**: [Duration]

## Key Outcomes
[AI-generated 2-3 sentence summary]

## Critical Decisions
1. [Decision 1]
2. [Decision 2]

## Your Action Items
- [ ] [Task 1] - Due: [Date]
- [ ] [Task 2] - Due: [Date]

[Link to Full Details]

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Sales Call Template

# Sales Call: [Prospect Name]
**Date**: [Date] | **Stage**: [Pipeline Stage]

## Prospect Needs
- [Need 1]
- [Need 2]

## Pain Points Identified
- [Pain 1]
- [Pain 2]

## Next Steps
1. [Action 1] - Owner: [Name]
2. [Action 2] - Owner: [Name]

## Decision Criteria
[Key factors for prospect's decision]

## Follow-up Date
[Scheduled next meeting]

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Technical Review Template

# Technical Review: [Component Name]
**Reviewer**: [Name] | **Date**: [Date]

## Technical Decisions
[List of architecture/technical decisions]

## Issues Identified
| Priority | Issue | Owner | Deadline |
|----------|-------|-------|----------|
| High     | [Issue] | [Name] | [Date] |

## Code Review Items
- [Item 1]
- [Item 2]

## Performance Considerations
[Performance discussion summary]

## Security Notes
[Security-related points]

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Using Templates

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Apply Template to Meeting

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When Scheduling

1. Create new meeting
2. Expand “Advanced Options”
3. Select “Template”
4. Choose from dropdown
5. Save meeting

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For Existing Meeting

1. Open past meeting
2. Click “Regenerate Summary”
3. Choose different template
4. Click “Apply Template”

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Template Override

1. During meeting creation/edit
2. “Template” dropdown
3. Select override template
4. This meeting only uses selected template

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Advanced Customization

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Conditional Logic

Example Rules:
  Show "Budget Discussion" section:
    - If "budget" mentioned in meeting
  
  Show "Technical Details" section:
    - If meeting duration > 45 minutes
    - And participants include engineers
  
  Show "Client Concerns" section:
    - If sentiment analysis shows concerns

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AI-Powered Fields

1. Template Editor → Add Field
2. Choose “AI-Generated Field”
3. Write AI prompt:
   Copy

   "Identify the top 3 concerns raised and 
   suggest solutions for each"
   

4. Set display format
5. Save field

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Multi-Language Templates

1. Template Editor → Language
2. Add language version
3. Translate section names
4. Adjust formatting for language
5. Save language variant

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Template Management

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Organize Templates

1. Settings → Templates → Organize
2. Create folders:
   • By team (Sales, Engineering, HR)
   • By type (External, Internal)
   • By detail level (Brief, Standard, Detailed)
3. Drag templates to folders

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Sharing Templates

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Within Workspace

1. Template → Share
2. Choose “Share with Workspace”
3. Set permissions:
   • View only
   • Can use
   • Can edit
4. Share

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Export Template

1. Template → Export
2. Format: JSON or YAML
3. Download template file
4. Share file with others

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Import Template

1. Settings → Templates → Import
2. Upload template file
3. Review and adjust
4. Save to library

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Version Control

1. Template → Version History
2. View all versions
3. Preview version
4. Restore previous version if needed
5. Compare versions side-by-side

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Best Practices

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Template Gallery

1. Settings → Templates → Gallery
2. Filter by:
   • Industry
   • Meeting type
   • Popularity
   • Rating
3. Preview template
4. Install to your library

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Troubleshooting

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Next Steps