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Using Insights Templates to Extract Key Information from Meeting Recordings

Marta Connor avatar
Written by Marta Connor
Updated over 3 weeks ago

Overview

Insights Templates are a powerful feature in Claap that automatically extract structured information from your meeting recordings using AI. These templates help you capture key insights, action items, decisions, and other important details in a consistent format across all your meetings.

With Insights Templates, you can:

  • Automatically extract specific information from meeting transcripts

  • Create consistent documentation across different meeting types

  • Save time on manual note-taking and follow-ups

  • View insights across multiple meetings in a structured table format

  • Share template configurations with team members

Accessing Insights Templates

There are two ways to access Insights Templates in Claap:

Method 1: From a Recording View

  1. Open any recording

  2. Click on the Insights tab. This will display the Insights currently applied to your recording.

  3. Click on the Select template dropdown menu at the top of the Insights tab to apply a template to this recording

  4. This opens the Insights Template Settings window:

Method 2: From Workspace Settings

  1. Navigate to your Workspace Settings

  2. Click on Insights Templates

  3. This opens the same Insights Template Settings window

Using Templates on Recordings

Once you have access to the Insights Template Settings window:

  1. Select a template from your available templates list

  2. Click the Use Template button at the top of the window

  3. The template will immediately apply and extract the corresponding insights from your recording

Note: The "Use Template" button is only available when accessing templates from a recording view, not from workspace settings.

Creating New Templates

Claap offers four different methods to create Insights Templates:

  • Generate with AI

  • Create from blank

  • Import template

  • Community templates

To see these options, from the Insights Template Settings window, click on + Add template under the Custom templates section:

Method 1: Generate with AI

This is the quickest way to create a template:

  1. Click on + Add template

  2. Select Generate with AI:

  3. In the popup window, provide a brief description of the context and objective of the template you want to create

  4. Click Generate Template

  5. Claap will automatically suggest relevant insights sections, a title, and an icon for this new template

  6. Review the generated template and click Create Template if satisfied

Method 2: Create from blank

For complete customization:

  1. Click on + Add template

  2. Select Create from blank

  3. Enter a title for your template

  4. Choose an icon to represent your template

  5. Provide context that will guide the AI extraction

  6. Add insights with the Add Insight button. You can either:

    • Select from existing insights in the dropdown

    • Create new custom insight section

  7. Reorder insights as needed

  8. Click Create Template when finished

Method 3: Import template

To use templates shared by others:

  1. Click on + Add template

  2. Select Import template

  3. Paste the JSON configuration of the template (copied from a shared template)

  4. Click Import template and the template will be imported with all fields, insights, title, and icon automatically configured

Method 4: Community Templates

Access pre-built templates from other Claap users:

  1. Click on + Add template

  2. Select Community Templates. This will direct you to our Template Gallery, a repository of community-created ready-for-use Claap Insights templates.

  3. Browse the template gallery organized by categories:

    • Sales

    • Customer Success

    • Coaching

    • Recruiting

    • Project Management

    • And more

  4. Click on any template to preview its structure

  5. Click on Use template and choose to either:

    • Import template to your Claap workspace to directly open your workspace Insights Template Settings window and pre-loaded the selected template

    • Copy template to clipboard for manual import

Customizing Template Insights

Editing Individual Insights

  1. Hover over any insight tile in your template

  2. Click the pen icon to edit

  3. Configure the following properties:

    • Title: Name of the insight section

    • Icon: Visual emoji identifier for the section

    • CRM Mapping: Connect to CRM fields (if your CRM is connected)

    • Type: Choose from:

      • Bullet points

      • Paragraph

      • Checkbox

      • Dates

      • Multi-select

      • Numeric

      • Rich text

      • Select

    • Prompt: Instructions that guide the AI extraction

  4. Click Save Insight

Reordering Insights

You can change the order in which insights appear by dragging insight tiles within your template definition.

Testing Templates

Before applying templates to all your meetings:

  1. Click the Test template button in the template settings

  2. Select 3 recordings from your library

  3. Click Extract Insights

  4. Review the extracted insights to ensure your prompts are working correctly

  5. Make adjustments if needed before finalizing your template

Sharing Templates

To share your template configuration with others:

  1. Click the Share template button in the template settings

  2. The template configuration will be copied to your clipboard as a JSON file

  3. Share this JSON with colleagues who can import it using the Import method (see Method 3 above)

Using Templates in Smart Tables

One of the most powerful features of Insights Templates is viewing extracted data across multiple meetings in Smart tables:

  1. Navigate to your Table Layout view

  2. Click Edit Columns

  3. Select insight sections from templates assigned to your channel

  4. Your table will display template data across all recordings in that channel

  5. This provides an overview of multiple meetings, customers, and extracted insights in a single view

💡 For more on Smart tables and how to automate Insights extraction, check our articles Using Smart Tables and Smart Columns and Using Insights automation for Channels

Best Practices

  • Start with AI generation for quick template creation, then customize as needed

  • Test templates on sample recordings before widespread use

  • Use descriptive prompts that clearly specify what information to extract

  • Choose appropriate field types for how you want data displayed

  • Leverage community templates to get started quickly

  • Apply multiple templates to a single recording when different insights are needed

  • Use CRM mapping to automatically sync meeting insights with your CRM system

Troubleshooting

Template not extracting expected insights?

  • Review and refine your prompt instructions

  • Test the template on different recordings

  • Ensure the meeting content contains the information you're trying to extract

Can't find the Use template button?

  • Make sure you're accessing templates from a recording view, not workspace settings

  • The button only appears when you have a recording open

Template import not working?

  • Verify the JSON configuration is complete and properly formatted

  • Try copying the configuration again from the source

Need additional help? Contact our support team at support@claap.io through the help center for personalized assistance with your Insights Templates.

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