Creating Custom Rules

Custom rules tell the AI how to write your notes. While templates control the structure and sections, rules control the writing style, length, tone, and voice. You can see exactly how our default rules work and create your own to match your preferences.

Rules vs Templates: What's the Difference?

Templates define what goes in your note:

• Which sections to include (Summary, Assessment, Plan, etc.)
• The order of sections
• Section-specific instructions

Rules define how the AI writes:

• Overall length and detail level
• Writing voice (active vs passive)
• How to refer to the client
• Tone and clinical language style

You use both together. For example, you might pair your "EFT Custom" template with the "Brief" rule to get short EFT-style notes.

Our Default Rules

Klarify comes with three built-in rules:

• Brief – Concise notes that capture the essentials
• Detailed – Balanced length with solid clinical detail (default)
• Very Detailed – Thorough documentation for complex cases

You can view and edit these rules to see exactly how they work and customize them to your preferences.

How to View and Edit Rules

1. Go to Settings
2. Click "Notes" in the left panel
3. Under "Custom Rules," you'll see Brief, Detailed, and Very Detailed
4. Click the pencil icon next to any rule to view or edit it

This is a great way to understand how we structure our rules. Many therapists start by copying one of our defaults and then making small changes.

Creating a New Custom Rule

1. Go to Settings → Notes
2. Click "Create new custom rules"
3. Give your rule a name
4. Write your instructions for the AI
5. Save your rule

What to Include in Your Rule

Think of rules as instructions you'd give to a colleague writing notes for you. Be specific about:

Length and Detail

• "Keep the total note under 300 words"
• "Be thorough and detailed"
• "Prioritize brevity over completeness"

Voice and Tone

• "Use active voice"
• "Write in third person"
• "Maintain a warm, person-centered tone"

Client References

• "Use the client's name instead of 'the client'"
• "Never say 'the client said' – just describe what was discussed"
• "Use 'they/them' pronouns unless specified"

Clinical Language

• "Avoid pathologizing language"
• "Use strengths-based framing"
• "Include DSM terminology where relevant"

Example: Creating a "Concise" Rule

Here's what a custom rule might look like:

**Name: **Concise

Instructions:

Keep notes brief and focused. Total note should be under 250 words. Use active voice. Refer to the client by name when available. Avoid filler phrases like 'the client stated that' – just describe what was discussed. Focus on key themes and progress, not a blow-by-blow of the session. Use bullet points for plans and goals.

Setting Your Default Rule

1. Go to Settings → Notes
2. Find "Default Note Rule"
3. Select your preferred rule from the dropdown

Every new session will now use this rule automatically. You can always switch rules for individual sessions when generating notes.

Restoring Default Rules

If you've edited our default rules and want to go back to the originals, click "Restore Klarify rules" in Settings → Notes. This will reset Brief, Detailed, and Very Detailed to their original settings. Your custom rules won't be affected.

Tips for Better Results

• Start with our defaults. View Brief, Detailed, or Very Detailed to see how we structure rules, then customize from there.
• Be specific. "Keep it short" is vague. "Keep the note under 200 words" is clear.
• Test your rule. Generate a few notes with your new rule to see if it's doing what you want.
• Combine rules with templates. If your template notes are still too long, switch to a shorter rule.
• Create rules for different situations. You might want a "Supervision" rule with extra detail and a "Quick" rule for straightforward sessions.

Need Help?

We're happy to help you set up custom rules. Reply to any Klarify email or book a 30-minute call with our team.

Updated on: 12/01/2026