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Meeting Templates

Structuring the summary from your transcript and notes

Written by Navyaa Sharma
Updated over 2 weeks ago

Executive Summary

  • Meeting templates control the structure and format of summaries generated from your meeting transcripts and notes.

  • We suggest creating separate templates for each type of meeting you run - for example, your file note, fact find, initial consultation, and annual review.

  • Create templates by starting from a pre-built template, uploading a .docx or PDF file, or building from scratch.

  • To generate a summary, go to the Summary tab in a meeting and select a template - see Generating Your First Summary for a full walkthrough.

What Are Meeting Templates?

Meeting templates tell Marloo how to structure and format the summary it generates from your transcript and any notes you've added. They define the headings, sections, and instructions that shape the output.

We suggest creating separate templates for each type of meeting you run - for example, your file note, fact find, initial consultation, and annual review. Each template captures the specific sections and details relevant to that meeting type, so your summaries are structured exactly the way you need them.

Templates are managed from Templates > Meetings.

Creating Meeting Templates

There are three ways to create a meeting template in Marloo. Go to Templates > Meetings to get started.

Option 1: Start From an Existing Template

Marloo includes a library of pre-built templates based on the advice type you selected during sign-up. These are a fast starting point - they're structured for common meeting types and ready to customise.

  1. Select Start from an existing template.

  2. Browse the library and select the template that best matches your meeting type.

  3. The template opens in the editor. Customise the sections, headings, and instructions to match your preferred format, then save.


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​Tip: Pre-built templates vary depending on the advice type selected at sign-up. If you don't see what you need, use the Start from scratch option or upload your own.

Option 2: Upload a File

If you have an existing notes document you want to turn into a Marloo template, you can upload it directly. Marloo analyses the document and converts it into a prompt structure.

  1. Select Upload a file.

  2. Upload your document. Files can be in .docx or PDF format.

  3. Marloo analyses the document and opens it in the template editor, converted into a prompt structure.

  4. Review the result, make any adjustments, and save.

[Screenshot: Uploaded template in the editor showing white fixed text (headings and labels) and blue AI instruction text]
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Once converted, the template uses a two-colour text system: white text is fixed content (headings, labels, and static text that will appear verbatim in the summary), and blue text is AI instruction (prompts that tell Marloo what information to find and include). Table structures from uploaded documents are preserved and pull through automatically into the template.

Option 3: Start From Scratch

Build a template manually or use the Marloo AI chat in the template editor to help you construct it.

  1. Select Start from scratch.

  2. Enter a name for your template.

  3. Either type your template structure directly into the editor, or open the Marloo AI chat to have it help you build the template.

  4. Save when done.

In the AI chat, you can describe the kind of meeting and the sections you need, and Marloo will draft a structure for you. You can also attach reference files to the chat using the + button - for example, attach a sample set of notes to show Marloo the format you're aiming for.

Tip: Attaching a file in the AI chat gives Marloo a concrete example to work from. This is especially useful if you have an existing notes format you want to replicate.

Why Templates Matter

Using the right template for each meeting type gives you several advantages:

  • Consistency: Every meeting of the same type follows the same structure, making your notes predictable and easy to review.

  • Time savings: Marloo generates the structured summary from the transcript - you review and refine rather than write from scratch.

  • Compliance: Templates can include sections that capture the specific information required for your record-keeping obligations, ensuring nothing is missed.

  • Personalisation: Templates reflect your preferred language, format, and level of detail - the output sounds like you, not a generic AI.

Tips

  • Name templates clearly. Use names like "Initial Qualification - Discovery" or "Annual Review - Planning Focus" so it's obvious which template to pick at the point of generating a summary.

  • Keep templates focused. A template that tries to cover every possible meeting type produces mediocre summaries for all of them. Build separate templates for distinct meeting types.

  • Use the AI chat to refine, not just create. If a generated summary isn't quite right, open the template in the editor and use the AI chat to adjust the instructions rather than manually editing every summary.

  • Check table structures after upload. Tables from your uploaded document pull through automatically, but review them in the editor to confirm the structure imported as expected.

  • Start from an existing template when in doubt. It's faster to customise a pre-built template than to build from scratch - even if you end up changing most of it.

Troubleshooting

Problem

Solution

File upload failed or was not accepted

Template upload supports .docx and PDF formats. Convert your document to one of these formats and try again.

Template is stuck on "Analysing"

This can occur with large or complex documents. Wait a few minutes and refresh the page. If the template is still stuck after five minutes, try re-uploading the file. Contact support if the issue persists.

I can't see the pre-built templates in the library

Pre-built templates depend on the advice type selected during sign-up. If the library appears empty or limited, contact support to have your advice type updated or additional templates added.

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