Using file note templates

File note templates shape how Prospo's AI structures a generated File Note. When you select a template before generating, the AI uses its sections and prompts to organise the meeting summary. Templates are set up by Org Admins and are available to everyone in your organisation.

Selecting a template when generating

When you generate a File Note from a meeting transcript:

• Open the meeting record and locate the File Note panel on the right

• Open the File Note Template dropdown

• Select the template that fits the meeting type (e.g. Annual Review, Initial Consultation)

• Click Generate File Note

The AI reads the transcript and writes a summary structured around the sections defined in the selected template. If you don't select a template, Prospo generates a general summary with no predefined structure.

What templates control

A template defines the sections that appear in the generated File Note — for example, sections for Goals Discussed, Advice Given, Action Items, and Next Review Date. The AI fills each section based on what it finds in the transcript.

Templates do not control the length of the output or the writing style — only the structure.

Trying a different template

You can generate a new File Note at any time using a different template. The new version sits alongside existing File Notes as a new tab. Click the + in the File Note tab bar to add one, select a template, and generate. Each tab is independent.

Managing templates (Org Admins)

Only Org Admins can create, edit, or delete templates. Go to Admin → Templates to manage them.

• Click Add Template to create a new one

• Give the template a name and define its sections

• Save — the template is available to all users immediately

Templates cannot be deleted if they are referenced by existing File Notes. Rename or archive them instead if you no longer want them to appear in the dropdown.