Locking Templates (Prevent Team Edits)
What is Template Locking?
When a template is shared with the team, it is locked by default - team members can view and use it, but cannot edit it. This prevents unintended changes to templates that others rely on.
Admins can control who can edit shared templates using the Allow Team Edits toggle (found under Options in the template editor). When Allow Team Edits is off, only admins can modify the template. When it is on, any team member can make changes.
How to Lock a Template
Note: Only company admins can lock templates.
Navigate to the Templates section
Open the template you want to lock
Under Options, turn off Allow Team Edits
The template will now show a locked icon
What Happens When a Template is Locked
For admins:
You can still view and edit the template
You can unlock it at any time
For advisers/team members:
You can still view the template
You can still use the template to generate meeting summaries and documents, and create tasks
You cannot edit the template content or settings
Unlocking a Template
To unlock a template, open it and turn on Allow Team Edits under Options.
Template Governance for Admins
Company admins have additional controls to manage how templates are used across the organisation. These governance features help larger teams maintain consistency and prevent template sprawl.
Disabling Personal Template Creation
If you want to ensure all team members use standardised templates, you can prevent them from creating personal templates.
To disable personal template creation:
Go to Company Settings
Find the template governance section
Toggle off Allow team members to create personal templates
What this means:
Advisers and team members will no longer see the option to create new templates
Only admins retain the ability to create new templates
Existing team templates remain accessible to everyone
Team members can still use all available templates for their meetings, documents, and tasks
When to Use This Feature
This is particularly useful for:
Larger organisations wanting standardised processes
Compliance-focused teams needing controlled templates
Companies that want to prevent duplicate templates being created
Admin Privileges
Even when personal template creation is disabled, admins retain full control:
Create new templates
Edit any template
Lock/unlock templates
Make templates private or share them with the team
Modify governance settings
Template Permissions by Role
Admin Role
Admins have full control over templates:
Action | Allowed |
View all team templates | Yes |
Create new templates | Yes |
Edit any template | Yes |
Lock templates (prevent edits) | Yes |
Make templates private | Yes |
Share templates with team | Yes |
Access company settings | Yes |
Disable template creation for others | Yes |
All Other Roles
Non-admin team members have limited template management capabilities:
Action | Allowed |
View team templates | Yes |
Use templates for summaries, documents, and tasks | Yes |
Edit unlocked team templates | Yes |
Create personal templates | Depends on admin settings |
Edit locked templates | No |
Lock/unlock templates | No |
Access company settings | No |
Understanding Permission Restrictions
When a template is locked:
Advisers can view but not edit
The template remains fully usable for generating summaries and documents, and creating tasks
Only admins can make changes
When personal template creation is disabled:
Advisers cannot create new templates
The "Create template" option will not appear
Existing templates remain accessible
Important: Templates shared across the team are a single source of truth. Any changes made to a shared template affect all advisers using it. Use Save a Copy to create a personal duplicate before experimenting with changes.
Related Articles
Managing Your Templates - Sharing, hiding, deleting, and organising templates
Template Troubleshooting - Common template issues and fixes