Custom meeting templates give advisers direct control over how client meeting transcripts are structured and summarised on the profile timeline. Each template shapes the summary to match the type of meeting you ran and the way your business communicates.
How it works
1. Open the Meeting Templates page
You can reach meeting templates from two places.
From Settings
Go to Personal Settings.
Open the Meeting Templates page.
From a client's timeline
Find a meeting tile.
Switch to the Summary tab.
Click the dropdown.
Click Manage Templates.
2. Create a template
Click + Add template. The template modal opens.
Enter a name and an optional description, then choose whether the template is personal or for your organisation (organisation templates require the relevant permission).
Enter your instructions in the text area.
Use the icon to toggle between instructions and plain text (To understand the difference, see FAQs).
Click Test this template to run it against a sample transcript or one of your own. You can edit the instructions and preview the result live before saving.
Click Save.
3. Generate a summary with your template
Go to a client's profile and find a meeting transcript on the timeline.
Switch to the Summary tab.
Click the dropdown and choose your template.
FAQ
Q: What's the difference between Plain Text and Instructions in a summary template?
A: In a summary template, every block of content is either Plain Text or an Instruction, and the two behave differently when a summary is generated:
Plain Text appears in the final summary exactly as you typed it, word for word. Use it for fixed wording that shouldn't change — headings, labels, or standard disclaimers.
Instructions are prompts you write for the AI tool. Rather than copying your words across, the AI reads the Instruction and generates summary text from it. Use it for content that should adapt to each transcript.
Q: How many templates can I apply to one transcript?
A: You can apply multiple templates to the same transcript. Each summary is saved separately, so you can keep more than one version side by side.
Q: How do meeting template tiers work?
A: Like email templates, meeting templates have three tiers — system, organisation, and personal:
System templates can be used by anyone but can't be edited. To base your own template on a system one, duplicate it, make your changes, and save it as a personal or organisation template.
Organisation templates can be viewed and used by everyone in your organisation. Only admin users with the "edit organisation templates" permission turned on can create, edit, or delete them. (Settings under Organisation Settings > Permissions > Company Administrator
Personal templates are your own — you can create, edit, and delete them freely.
Q: What happens to a summary if I update the template used to generate it?
A: Nothing changes automatically — the existing summary stays as it is. To apply the updated template, click the regenerate icon. Note that regenerating replaces the summary and removes any edits you made to the previous version.
Q: Can I delete a template? Will that delete the summaries created with it?
A: Depending on your permissions, you can delete organisation or personal templates. Any summaries already generated are unaffected — they stay on the timeline, and you can still edit them.
Q: What setup is required to use this feature?
A: The feature works with both online and in-person meeting transcripts.
In-person meetings: once the recording has been transcribed, apply your template to generate the summary.
Online meetings: if your calendar is already integrated with Trail, you're all set. If not, follow the steps in this article to set it up.