Build and Automate Insights Templates in Claap
This article is only for Pro / Business Licenses |
Learning objective
By the end of this tutorial, you'll know how to create a structured Insights Template in Claap, configure it to extract specific data from call recordings, and automate it so the right template applies to the right calls without manual effort.
Prerequisites
Before building an Insights Template, you should already have:
A Claap account with access to workspace [Settings] (admin access required for group-level automation)
At least one recorded call in your Claap Library to use for testing
A list of the specific criteria you want to extract from calls (for example: sales team size, CRM used, number of employees)
If you plan to map insights to your CRM, your CRM integration should already be connected see Using Insights Templates to Extract Key Information from Meeting Recordings
Plan Your Template Structure
Before opening Claap, define what you want your template to extract. A clear plan makes configuration faster and testing more useful.
List the criteria you want to extract
Write out every piece of information the template should pull from a call. Be specific vague criteria produce vague extractions.
Examples by use case:
Sales qualification (BANT, MEDDIC, SPICED, SPIN): Budget range, authority contact, timeline, pain point, critical event
Deal tracking: Deal stage, next steps, blockers, decision-makers identified
Customer success: Churn signals, upsell indicators, product feedback themes
Product feedback: Feature requests, reported bugs, use-case descriptions
Decide whether to start from an existing framework or build from scratch
Use an existing template if your team follows a recognized methodology like BANT, MEDDIC, SPICED, or SPIN. Claap provides pre-built templates for these. For example, the SPICED template extracts Situation, Pain, Impact, Critical Event, and Decision from each call automatically.
Build from scratch if your company uses a custom qualification or tracking framework. This gives you full control over every section.
Map each criterion to a CRM field (if applicable)
For each data point you want to extract, identify the corresponding CRM field it should sync to for example, "Deal Amount" in HubSpot. You'll need this mapping when configuring each section in Phase 2.
Create the Insights Template in Claap Settings
Open Insights Templates in your workspace settings
Go to [Settings] > [Insights templates]. This is the central workspace for adding, editing, and testing all Insights Templates.
Add a new template or select an existing one
To use a pre-built framework (BANT, MEDDIC, SPICED, SPIN): select the relevant template from the available options and review its default sections.
To build a custom template: create a new template and give it a descriptive name (for example, "Enterprise Sales Qualification" or "CS Churn Tracking").
Configure each insight section
Each template is made up of insight sections one section per data point you want to extract. For each section, configure the following four fields:
Title: The name of the data point (for example, "Sales Team Size" or "CRM Currently Used")
CRM field mapping: The corresponding CRM field this data should sync to
Data format: The format of the extracted value text, numeric, or other supported formats
Extraction prompt: The instruction that tells Claap's AI what to look for in the call transcript
For extraction prompts, use the Insight Template Builder tool to generate prompt language automatically. Input your list of criteria, and the tool returns the section structure and prompt text ready to paste into Claap.
Set Up Automation Rules
Automation determines when Claap applies your Insights Template to a call. You have four options choose the one that matches how your team works.
Choose your automation approach
Apply automatically to all your own calls (per-user default) Go to [Settings] > [Meeting Preferences] > [For all external meetings]. Select the template you want applied by default after every call you record. This setting applies only to your own calls.
Example: You want the SPICED template applied automatically after every discovery call you run.
Apply automatically to all calls across a team or group (per-group default) Go to [Settings] > [Admin automations] > [For all external meetings]. Select the template to apply across the group. Admin access is required for this setting.
Example: Your sales team lead wants the SPICED template applied to every rep's external calls.
Choose a template manually before a call When starting a recorded call, a pop-up appears that lets you select an Insights Template. Use this when different call types require different templates and you want to choose in the moment.
Apply or change a template after a call On the meeting recording page in your Claap Library, go to the [Insights] tab and select the template you want to apply. Use this when the nature of the call wasn't known in advance, or when you want to switch to a more appropriate template after reviewing the recording.
Test and Refine the Template
Run the template on an existing recording
Go to your Claap Library, open a recording, navigate to the [Insights] tab, and apply your new template. Review each extracted section: does the output match what you expected? Is the data format correct? Are any sections returning blank results?
Adjust prompts and iterate
Based on the test results, return to [Settings] > [Insights templates] and refine the extraction prompts for any sections that produced inaccurate or incomplete results. Test again on the same recording or a different one. Repeat until the output is consistent and accurate.