Custom Meeting Type Templates – Help Center

Otter.ai Custom Meeting Type Templates are powerful enhancements that make meetings and conversations more structured, customizable, and insightful. Customize the summary tab by applying an Otter-provided template or creating your own to extract key details, generate structured summaries, and automate follow-up actions and post-meeting workflows.

Plan: Custom Meeting Type Templates are available on all plans, with usage limits and feature capabilities varying by plan. See our pricing page for detailed information on what’s included in each plan.

Meeting Templates Overview

Easily apply a template to automatically generate key details, insights, and structured summaries from your conversations. Meeting templates help streamline repeat workflows, especially for conversations where you consistently follow the same format or process.

Templates are available at both the workspace and personal level:

Workspace templates – Available for all members in the workspace to use. These templates can only be created and managed by workspace admins.
Personal templates – Create your own templates for private use. Other workspace members can’t access your personal templates, but they can view the generated content if the template is applied to a shared conversation.

Note: Personal templates cannot be shared at this time. To create a template for use across your workspace, please contact your admin.

Meeting Template customizations

Overview Concise summary of the meeting

A concise summary of the meeting’s key details. Toggle this section on or off to show or hide it in the Summary tab when the template is applied.

Action Items Tasks and next steps from the meeting

AI-generated action items that capture tasks and responsibilities from the meeting. Toggle on or off to show or hide this section in the Summary tab. Otter automatically assigns action items, and you can add more manually at any time.

Insights Key details and important highlights

A detailed breakdown of key meeting topics and discussion points. Insights summarize meeting conversations into actionable takeaways, organize important information into categories, and highlight key points up front, typically as short topics with supporting bullet points. Toggle this section on or off to control its visibility in the Summary tab when the template is applied.

Add new insights to the template

Note: Insights are limited to 128 characters. For more detailed and longer outputs, try using Custom Prompt instead.

Click New Insight at the bottom of the Insights section.
Fill out the Insight name and Prompt fields. Click Save when finished.

Tip: Don’t know what prompt to write? Try using Otter AI Chat to test out prompts. Once you have the desired output, you can edit or add the prompt to the template.
The insight will be added to the template.
Make sure you click Publish or Update at the top of the template when finished to save your changes.

Edit or delete the insight

You can edit or delete the insight anytime by clicking the 3 dots next to the insight and selecting your action.

Edit
- Update the Insight name or Prompt anytime.
- To apply to a conversation, select the template again in the conversation.
Delete
- Delete the insight.

Warning: Deleting an insight is immediate, permanent, and irreversible. If you delete an insight, you will need to recreate it by adding a new insight.

Outline Structured breakdown of topics covered

Automatically generated structured summary and a high-level overview of your meeting. Toggle ON or OFF to display or hide this section on the conversation’s Summary tab when applying the template. Click on any part of the Outline to go directly to the associated source in the transcript.

Custom Prompt Fully customize AI output with your own prompts

Full flexibility in defining the content and format you want from the meeting. Generate all types of content for post-meeting processes, such as sending an email of the meeting, translating the transcript to another language, creating the next meeting’s agenda, and much more. The possibilities are endless. Otter supports Markdown, so you can format your prompt and ensure the output reflects exactly what you need.

Tip: Don’t know what prompt to write? Try using Otter AI Chat to test out prompts. Once you have the desired output, you can edit or add the prompt to the template.

Add a Custom Prompt

Toggle on Custom Prompt.
Fill out the Custom Label and Prompt field.
Make sure you click Publish or Update at the top of the template when finished to save your changes.

Template selection rules Set conditions to automatically apply templates

Set rules to automatically apply the template to meetings that match the conditions. Set one or multiple conditions to match various meetings.

Condition	Operators	Format	Description	Example
AI Classification	is	Dropdown selection	Matches meetings based on AI-detected meeting types (e.g., Sales, Recruiting)	AI Classification + is + Sales
Meeting Title	is, is not, contains, does not contain	Text	Matches based on the calendar event title	Meeting Title + does not contain + product
Meeting Host Email	is, is not, contains, does not contain	• is / is not: Full email or Workspace search• contains / does not contain: @domain format	Matches based on the host’s email address	Meeting Host Email + is not + otter-demo@otter.ai
Meeting Participant Email	is, is not, contains, does not contain	• is / is not: Full email or Workspace search• contains / does not contain: @domain format	Matches based on participant (guest) email addresses	Meeting Participant Email + does not contain + @beaverly.ai
Meeting Participant Department	is, is not	Predefined or custom values (e.g., Customer Support, HR/People, IT, Marketing, Product/Engineering, Operations, Research, Sales)	Matches based on participant’s department	Meeting Participant Department + is + Operations

Actions Run actions like sharing and communications

Run actions like sharing to a channel or sending an email whenever a meeting is matched to a template.

Create a new template

You can create a meeting template for the Workspace (admin only) or a personal meeting template to use for conversations. Meeting templates for the Workspace are accessible to all members to use in conversations.

🏢 Create a new meeting template for the Workspace (admin only)

You must be an admin to create a template for the workspace. By default, all workspaces will include preset templates from Otter.

Click your profile avatar (top-left), select Manage Workspace, open the Templates tab, and click New Template.
Choose a pre-built template or select Blank to create your own, then click Use Template.

Tip: Don’t know where to start? Select one of the available templates to customize to your liking.
Customize your template, then click Publish in the upper-right corner when you’re done.
Your template is now available to all Workspace members. In a conversation, select it from the template dropdown.

The Created by column shows who created the template, and Last edited by shows who last updated it.

Note: Only admins can create or update templates.

👤 Create a personal meeting template

You can create templates for your own personal use at the account level. Personal templates are private—they aren’t shared with your Workspace and can’t be used by other members.

If you apply a personal template to a shared conversation, all participants in that conversation will be able to view the template and any content it generates.

Note: The Account Settings → My Templates tab will not show if you are the only user in your Workspace. Manage your meeting templates at the Workspace level settings.

Click your profile avatar (top-left), select Account Settings, open the My Templates tab, and click New Template.
Choose a pre-built template or select Blank to create your own, then click Use Template.
Customize your template, then click Publish in the upper-right corner when you’re done.
The template is now available to use for your conversations or shared conversations.

Apply your template on desktop

In a conversation, click the Template dropdown and select a workspace or personal template. The conversation will refresh each time you select a template, and the content will be regenerated automatically.

If you update a template, it will be marked as Outdated. To apply the latest version, reselect it from the Template dropdown. The Summary tab will regenerate with updated content.

Apply your template on the mobile app

Note: You can only apply templates on the mobile app. To create, edit, or manage, use a browser.

Managing templates

Access templates from the conversation page

Access or create Workspace and personal templates anytime from the Template dropdown in a conversation. Hover over a template type and select an option to manage or create templates.

Update your template

Update your template and sections at any time, then click Update at the top of the template to save your changes.

Turn template items on and off

Toggle template items on or off at any time. Only items that are turned on will be applied in the conversation.

Reorder

Click and drag the template items to reorder.

Duplicate or Delete a template

Duplicate a template to customize or make changes without affecting the original.
Delete a template at any time.
- Conversations that previously used the template will still display the generated content and template name.
- Once deleted, the template is no longer available. If you apply a different template, the previously generated content will be replaced.

Warning: Deleting a template is immediate, permanent, and cannot be undone. Deleting a workspace template removes it for all members.

Click the three dots (⋯) next to the template, then select Duplicate or Delete.

FAQs

Can I share my personal templates?

No. Personal templates cannot be shared at this time.

However, if you apply a personal template to a shared conversation, all participants will be able to view the template name and the content it generates.

Can I apply my personal template to shared conversations?

Yes. You can apply a personal template to a shared conversation.

All participants in the conversation will be able to view the template name and the content it generates.

If another participant changes the template, you’ll need to reapply your personal template for it to be visible again.

Can I edit the default templates provided by Otter?

Yes. You can edit the default templates.

If you delete a default template, it will be restored to Otter’s original preset.

If I update my template, does it automatically regenerate the content in the conversation?

No. Updating a template does not automatically regenerate content.

To apply updates, reapply the template in the conversation. The content will then regenerate based on the latest version.

If I apply a new template, what happens to previously generated content?

When you apply a new template, the Summary tab regenerates with new content based on that template.

Previously generated content is not saved and will be replaced. Even if you reapply the same template, the content will regenerate each time.

We recommend saving any important content before switching templates.

Can I add more than one Custom Prompt?

No. At this time, only one Custom Prompt is available to be added to the template. For any other insights, details, or workflows you would like to generate, use Otter AI Chat.

Can I add, edit, or update meeting templates on the mobile app?

No. You can only apply meeting templates on the mobile app.

Creating, updating, and managing meeting templates is not currently available on the mobile app. To create, edit, or manage templates, use a desktop browser.

Can I set a default template for all conversations?

No. Setting a default template for all conversations is not supported.

However, you can use Rules to automatically apply templates based on specific conditions.

Can workspace admins manage personal templates created by members?

No. Workspace admins cannot view or manage personal templates created by individual users.

Personal templates are private and can only be managed by the user in Account Settings → My Templates.

If a personal template is applied to a shared conversation, all participants can view the template name and the content it generates.

Admins can manage and view all Workspace templates created by other admins in Workspace → Templates.

Why is the Custom Meeting Type Templates feature missing from my account?

The Custom Meeting Type Templates feature is available on all plans, but usage limits and capabilities may vary. See the pricing page for details based on your plan.

If you don’t see this feature in your account, contact Otter Support for assistance.

If you have any questions or require further assistance with Custom Meeting Templates, please contact our Otter Support Team.

Related to