Summary templates define how AIRA Notetaker structures your meeting notes. They allow you to set consistent formats for different meeting types so every call summary is clear, actionable, and easy to share.
Each template is made up of sections, which guide AIRA on what information to extract from the conversation. Templates are used automatically after each meeting, based on your setup in General Settings.
What Is a Section?
A section is a labeled part of the summary that focuses on a specific topic. For example:
Candidate BackgroundRole FitConcernsNext Steps
You define what each section is meant to capture by writing a short instruction (e.g., “Summarize the candidate’s experience and past roles”) and setting up the output length and format.
What Is a Repeating Section?
A repeating section is used when you want a specific section whenever the Notetaker identifies a question or a topic in the call. For example:
If it's a question, the Notetaker identifies all the questions raised in the call and creates a section for each of these questions.
Example:
For calls, you can set up a repeating section titled Interview questions and get a summary of every answer by the candidate.
If it's a topic, the Notetaker identifies the topics in the calls and automatically creates the defined section for every topic.
Example:
For client calls, you can set up a repeating section titled Client Priorities and get a summary of the topic and what was discussed.
Instead of one long section, AIRA will create individual entries for each item. This keeps summaries easier to read and more actionable.
How to Create a Summary Template (Step-by-Step)
Go to
Settings → AIRA Notetaker → Summary templatesClick
+ New Template
<br> 3. <b>Enter a template name</b> - Example: <i>Candidate Screening Summary</i> 4. <b>Add sections</b> You will already see a section window since the template has to have a minimum of 1 section. - Give it a <b>name</b> (e.g., <code>Motivation</code>) - Add <b>instruction prompt</b>: This tells AIRA what to summarize. Keep it clear and specific (e.g., “Why is the candidate exploring new opportunities? Drill down on all the motivations of the candidate.”)
Next, head to the Context tab and add the context of the call where this template is going to be used. Be as detailed as possible. The more clear the context, the better the summary output will be.
<br> 6. <b>Finally, you can click</b> <code>Create</code> once you are happy with the template.
Once saved, you can set this template as the default for a specific call type in your automation settings. However, only system-defined templates can be set as defaults in the "Default Call Summary Template" dropdown. Custom templates saved under "My Templates" must be selected manually when needed.
You can create multiple sections and repeating sections, and also reorder them by dragging them. Note: Only users with Admin access can edit and set default templates in Recruiterflow.
✏️ Editing a Summary Template
You can edit templates at any time:
Go to
AIRA Notetaker → Settings → Summary templatesClick on the edit option by clicking on the options icon on the template name
Then you can edit sections, context, or reorder them as needed
Finally, save your changes
🔒 Note: Template titles must be unique. If cloning an existing template, be sure to rename it before saving. Additionally, only Admin users can manage default template settings, ensuring proper access control.
✅ Best Practices for Effective Templates
Managing AIRA Templates: Key Guidelines
System-Defined vs. Custom Templates: System-defined templates can be set as defaults, while custom templates saved under "My Templates" must be selected manually.
Admin Permissions: Only Admin users can edit and set default templates in Recruiterflow.
Troubleshooting: If you encounter issues managing templates, log out, clear your browser cache, and confirm your Admin role before retrying.
Use short, specific instructions in section guidance
Keep section names consistent across templates
Use repeating sections when you want a specific summary format for every question or topic
Avoid clutter; aim for 4–6 clear sections max
Test your template on a few meetings to ensure it produces useful summaries
Set different templates as defaults for:
Candidate meetings (e.g., Candidate360 Summary)
Contact meetings (e.g., Client Conversation Summary)
Joint calls (e.g., Joint Call Summary) Note: Only system-defined templates can be set as defaults in the "Default Call Summary Template" dropdown. Custom templates must be applied manually.