Getting Started with Meeting Templates: A Beginner's Guide

Meeting templates help ensure your file notes are consistent and capture all the important details. This guide will show you how to use Claras' built-in templates and improve them to match your needs.

Overview

Claras comes with pre-built templates for common meeting types. These templates are designed to follow industry best practices and requirements, whilst being easy to customise to your specific needs.

Using a Template

1. Create a new meeting
2. Select one of the default templates that best matches your meeting type
3. Record or upload your meeting
4. Submit for processing

Once processed, review the File Note. If you're happy with it, you're all set! If not, read on to learn how to improve it.

How to Improve Your Template

If your File Note isn't quite what you wanted, you can improve the template without editing the template directly. Instead, Claras can change the template for you and show a preview of the new File Note!

1. Open the processed meeting
2. Click the "Refine File Note & Template" button in the toolbar
3. Explain what you'd like changed. Some starting placeholders have also been provided.
4. Click "Preview Changes"

Claras will then:

1. Analyse your feedback
2. Draft an updated version of the template
3. Generate a new version of your file note using the updated template
4. Show you a side-by-side comparison of your file note "before" and "after" the template changes

We recommend carefully reviewing the entire File Note to make sure:

• The changes you requested have been applied
• There are no unexpected changes or missing information in the new File Note

It's normal for the File Notes to be slightly different, even if you only requested one section to be changed. But the core information should still remain.

ou can then choose to:

• Update both the template and current File Note
• Update only the template for future meetings, leaving the current File Note as it was before
• Try again with different feedback
• Discard the changes

Best Practices

1. Start Simple: Begin with a pre-built template that's closest to your needs
2. Test First: Create a meeting to see how the template works
3. Incremental Changes: Request one or two improvements at a time
4. Be Specific: Clearly explain what you want changed and why
5. Preview Changes: Always review the comparison before saving

Common Questions

Q: Will improving a template affect my old file notes?
A: No, existing file notes remain unchanged. Template improvements only affect File Note from future meetings.

Q: Can I request multiple changes at once?
A: Yes, but we recommend starting with 1-2 changes at a time for better results.

Q: What if the improvements didn't help?
A: You can:

1. Try again with more specific feedback
2. Request different improvements
3. Contact support for guidance and help

Q: What's the difference between refining a section of a File Note and refining a template?

A: There are two different ways to refine content in Claras:

1. Section Refinement (accessed by highlighting text in a File Note)

• Only affects the current File Note
• Ideal for one-off adjustments or experimenting with different levels of detail
• Changes don't carry forward to future File Notes

2. Template Refinement

• Updates the template for all future File Notes
• Best used when you notice yourself making the same adjustments repeatedly
• Creates lasting improvements to your documentation

Tip: If you find yourself regularly refining the same section across multiple File Notes, consider using the template refinement tool instead to save time in the future.

Need More Control?

If you need to create custom templates or make detailed manual edits, check out our intermediate and advanced guides:

• Creating Custom Templates
• Advanced Template Editing

Remember: The best way to get started is to use a pre-built template and let Claras help you improve it automatically.

Updated on: 03/02/2025