Templates in Mavio define how your meeting notes, minutes, and summaries are structured. Use the built-in templates for common meeting types or create your own to match your organization’s workflow. Templates can be applied manually or auto-assigned based on calendar event properties.

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Built-in templates

Mavio includes templates for the most common meeting types, ready to use out of the box.
Sections: Yesterday’s progress, Today’s plan, Blockers Best for: Agile teams running daily syncs. AI extracts each participant’s update and organizes by person. Auto-detect keywords: standup, daily sync, scrum, daily huddle
Sections: Check-in, Discussion topics, Feedback, Action items, Follow-ups from last meeting Best for: Manager-report meetings. AI tracks recurring topics across 1:1 history. Auto-detect keywords: 1:1, one-on-one, 1-on-1, check-in
Sections: What went well, What could be improved, Action items for next sprint Best for: End-of-sprint team reflections. AI categorizes discussion into the three columns. Auto-detect keywords: retro, retrospective, sprint review
Sections: Candidate info, Questions asked, Candidate responses, Interviewer assessment, Hiring recommendation Best for: Structured interview debriefs. AI attributes answers to the candidate and questions to the interviewer. Auto-detect keywords: interview, candidate, hiring
Sections: Prospect info, Pain points, Product discussion, Objections, Next steps, Deal stage Best for: Sales pipeline meetings. AI identifies buying signals and objections. Auto-detect keywords: demo, sales call, discovery call, proposal review
Sections: Project overview, Goals and success criteria, Roles and responsibilities, Timeline and milestones, Risks, Action items Best for: New project launches. AI extracts commitments and milestone dates. Auto-detect keywords: kickoff, kick-off, project start, launch meeting
Sections: Call to order, Quorum, Agenda, Reports, Motions and votes, Resolutions, Adjournment Best for: Formal governance meetings. AI tracks motions, votes, and resolutions. Auto-detect keywords: board meeting, board of directors, governance
Sections: Company updates, Department highlights, Q&A, Announcements Best for: Company-wide meetings. AI organizes updates by department and captures audience questions. Auto-detect keywords: all-hands, town hall, company meeting

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Creating custom templates

1

Open template settings

Go to Settings > Notes > Templates and click Create Template.
2

Define sections

Add sections by clicking Add Section. For each section, provide:
  • Section title — the heading (e.g., “Key Decisions”)
  • Description — instructions for the AI on what to include
  • Format — paragraph, bullet list, numbered list, table, or checklist
3

Set variables

Add template variables that are filled dynamically:
  • {{meeting_title}} — name of the meeting
  • {{date}} — meeting date
  • {{attendees}} — list of participants
  • {{duration}} — meeting length
  • {{organizer}} — meeting organizer from calendar
4

Configure auto-detection

Optionally add keywords that trigger this template automatically when they appear in a calendar event title.
5

Save and test

Save the template and apply it to an existing meeting to verify the output matches your expectations.
Start by duplicating a built-in template and modifying it. This gives you a working structure to build on rather than starting from scratch.

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Template variables reference

VariableValueExample output
{{meeting_title}}Calendar event title”Q4 Planning Session”
{{date}}Meeting date”April 14, 2026”
{{time}}Meeting start time”2:00 PM EST”
{{duration}}Meeting length”45 minutes”
{{attendees}}Comma-separated list”Alice, Bob, Carol”
{{attendee_count}}Number of participants”6”
{{organizer}}Calendar event organizer”Alice Johnson”
{{channel}}Associated channel name”Product Team”
{{recording_method}}How the meeting was recorded”Meeting Bot (Zoom)“

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Auto-assigning templates

Templates can be applied automatically based on calendar event properties:
  1. Open a template and navigate to Auto-assign Rules.
  2. Add one or more rules:
    • Title contains — match keywords in the event title
    • Organizer is — match a specific meeting organizer
    • Attendee count — match based on participant count (e.g., exactly 2 for 1:1s)
    • Calendar — match a specific calendar (e.g., “Sales” calendar)
  3. Set rule priority if multiple templates could match.
When a meeting matches an auto-assign rule, the template is applied automatically during AI note and minutes generation.
Auto-assigned templates can always be overridden. After generation, switch to a different template and regenerate from the Notes tab.

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Sharing templates

On Team and Enterprise plans, templates can be shared across your workspace:
  • Personal templates — visible only to you
  • Team templates — available to all workspace members
  • Locked templates — team templates that members cannot modify (admin only)
Share a personal template by opening it and clicking Share with Team.