Note templates tell Grain AI what to look for and how to structure your meeting summaries. Each template is a set of prompts, either pre-built sections or custom questions you write yourself. Grain generates notes in that structure after every meeting the template is applied to.
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Pre-built templates
If no note templates are select, Grain will default to the basic meeting template, which includes: summary, key talking points with timestamps, and action items.
Grain includes four additional templates:
Sales Discovery: summary, customer needs, competitors mentioned, budget discussion, stakeholders, action items.
Sales Follow-up: summary, pricing feedback, deal timing, customer concerns.
Customer Feedback: summary, what is not working for the customer, what is working, action items.
Partner Check-in: summary, overall customer experience, core KPIs discussed, account risk assessment, recommendations made, action items.
Create a custom template
Go to Workspace settings → Templates and click ’+ Create template’.
Name your template by replacing the ”Untitled Template” text at the top.
Add sections using ’+ Add Section’:
Pre-built sections: click any pre-built section to add it to the template.
Custom sections: type a question you want Grain AI to answer. Grain generates notes that answer that question for every meeting the template is applied to.
Preview how a new section performs. You can change what meeting data is used to generate the preview by choosing a meeting from the ’Preview based on’ dropdown. Adjust the prompt until you are satisfied, then click ’+ Add to Template’.
Reorder sections by dragging the six-dot handle to the left of any section name.
Click ’Create’ (green button, top right) to save.
Writing effective custom sections
Custom section prompts work best when they are specific and start with an action verb.
Bad example: "New Feature"
Good example: "Detail the new features discussed, including key takeaways."
Remove a section
Click the three dots to the right of any section and select ’Remove Section’. Removing a section from one template does not affect the same section if it is used in other templates.
Edit a template
All templates, custom and pre-built, can be edited:
Go to Workspace settings → Templates and click ’Edit’ on any template.
Add or remove sections using the same steps as shown above.
Save when done.
Delete a template
Go to Workspace settings → Templates, open the template, select the three-dot menu on a template and delete it.
Note: Grain’s pre-built templates cannot be deleted.
Set default templates
Default templates are set at two levels:
Team defaults: set in Workspace settings → select a team under Teams in the sidebar → Team default settings → General settings → Note templates. You can set a different default template for each team. Select a default template for external meetings and a separate one for internal meetings. These apply to all meetings captured by that team.
User-level overrides: individual users can override the workspace defaults for their own meetings in ’My Meetings’ under ’General settings’ → ‘Templates’. User-level defaults take precedence over team defaults for that user only.
Default template settings are split by meeting type:
External: Meeting with one or more participant(s) outside of your company
Internal: Meeting with only participants from your company
Select the template you want to set as the default for internal and external meetings. Your new default templates will be used in all your meetings going forward.
Apply a template to a specific meeting
Open the recording page after the meeting has been captured, go to the ‘Summary’ tab, scroll to the bottom and select ‘+ Add custom template‘ then select your desired template. Grain AI adds notes in the new template's format immediately.
For recurring meetings, changing the template on one instance does not automatically update future instances. You must set a default template in ‘My Meetings,’ or at the team level, for the template to apply consistently going forward.