Create Your Own Meeting Notes Template

Custom templates allow you to pre-define the structure of your meeting notes. Whether you are running a weekly stand-up, a sales discovery call, or a project sync, you can configure your templates to highlight the information that matters most to you.

This feature is available to workspace admins. Standard workspace members do not have permission to edit or create Custom Meeting Notes.

Getting Started

1. Log in to your Sembly account

2. Navigate to Workspace settings on the left-hand menu

3. Select the Meeting Templates tab 

4. Click the + Create New Template button.
   

5. Name your template (e.g., "Weekly Sync," "Client Discovery," or "Project Post-Mortem")

6. Configure Meeting Type & Automation (Optional). You can refine how your templates are organized and applied by using the following settings:

   - Meeting Type. Use this dropdown to categorize your template (e.g., "QA Session," "Sales Call"). This helps keep your workspace organized by ensuring you only see the most relevant templates when setting up a specific meeting type.

   - Replace Default Template: If you want Sembly to automatically apply this custom structure whenever this specific meeting type is detected, check the box labeled Replace default meeting notes with this template. When this box is checked, Sembly will override the standard template provided by us with your custom version. If you prefer to select your template manually, simply leave this box unchecked.
   

7. Select Tone of Voice
   This setting tells our AI how to phrase the summary, ensuring the final output matches your professional needs
   

    

Building Your Template 

Blocks are the individual containers where Sembly will extract and display specific information from your meetings. You can mix and match Suggested Blocks (pre-set by us) and Custom Blocks (created by you) to build the exact structure you need.

• Suggested blocks: Ideal for getting started quickly. These blocks come with pre-configured AI prompts designed to capture standard meeting data (e.g., Action Items, Areas for Improvement, or Decisions Made). Simply select the block and add it to your template.

• Custom Blocks: Designed for unique requirements. If you have specific needs—like tracking "Technical Issues," "Client Feedback," or "Follow-up Questions"—add a Custom Block and define the specific logic for that section.

Once you have created your blocks, you are in total control of the report structure. You can add, remove, or edit these blocks at any time as your team's workflow or project needs evolve.

Once your layout is perfect, click Save.

After you have saved your template, you can test it on a real meeting to see the results. If you are not satisfied with the outcome, you can easily return to the template settings to edit your configuration.

To do so, select Try with a meeting button
Here you will see all updates set as per custom meetings template.

Managing Your Templates

On your main templates dashboard, you can view and manage all your configurations. For every template in your list, you have three primary actions available:

• Edit: Update your template by modifying blocks or adjusting prompts to better suit your needs.

• Duplicate: Create an exact copy of an existing template, allowing you to use it as a base for a new template.

• Delete: Permanently remove the template from your account.

Before deleting, we strongly recommend considering whether it is better to edit the existing template or simply create a new one. 
Keeping the old template ensures that your historical meeting data remains intact and accessible.

Configuring External Sharing Settings

By default, when you share meeting notes outside of your workspace, Sembly uses the template assigned to that meeting. However, you can manage whether your custom templates are visible to external recipients or if they should see a standard, generic version instead.

This is particularly useful if your custom templates contain internal-only structures or specific logic that you’d prefer not to share with clients or external partners.

How to Change Sharing Templates:

1. Log in to your Sembly account

2. Navigate to Settings and select the Details tab

3. Scroll down to the Meeting Notes section

4. Locate the Default Template dropdown