> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mavioapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Meeting Templates

> Use pre-built or custom templates to structure your meeting notes, minutes, and summaries consistently.

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.

## Built-in templates

Mavio includes templates for the most common meeting types, ready to use out of the box.

<AccordionGroup>
  <Accordion title="Daily Standup">
    **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
  </Accordion>

  <Accordion title="One-on-One (1:1)">
    **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
  </Accordion>

  <Accordion title="Sprint Retrospective">
    **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
  </Accordion>

  <Accordion title="Interview">
    **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
  </Accordion>

  <Accordion title="Sales Call">
    **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
  </Accordion>

  <Accordion title="Project Kickoff">
    **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
  </Accordion>

  <Accordion title="Board 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
  </Accordion>

  <Accordion title="All-Hands">
    **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
  </Accordion>
</AccordionGroup>

## Creating custom templates

<Steps>
  <Step title="Open template settings">
    Go to **Settings > Notes > Templates** and click **Create Template**.
  </Step>

  <Step title="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
  </Step>

  <Step title="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
  </Step>

  <Step title="Configure auto-detection">
    Optionally add keywords that trigger this template automatically when they appear in a calendar event title.
  </Step>

  <Step title="Save and test">
    Save the template and apply it to an existing meeting to verify the output matches your expectations.
  </Step>
</Steps>

<Tip>
  Start by duplicating a built-in template and modifying it. This gives you a working structure to build on rather than starting from scratch.
</Tip>

## Template variables reference

| Variable               | Value                        | Example 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)"  |

## 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.

<Note>
  Auto-assigned templates can always be overridden. After generation, switch to a different template and regenerate from the **Notes** tab.
</Note>

## 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**.