Creating Custom Templates

Custom templates let you teach Klarify exactly how you want your notes to look. Instead of adjusting every note after it's generated, you show the AI an example of your ideal note, and it learns your style. This works great for therapists who use specific modalities like EFT, IFS, or ACT, or anyone who has a particular note format they prefer.

Step 1: Open the Template Builder

1. Go to your dashboard
2. Click "Templates" in the menu
3. Click "Create New"
4. Give your template a name (like "EFT Custom" or "My SOAP Notes")
5. Add a short description

Step 2: Paste Your Example Note

This is where the magic happens. Find a note you've written before that looks exactly how you want your notes to look. Copy it and paste it into the "Example Notes" section.

The AI will study this example to learn:

• The sections you include
• How long each section should be
• Your writing style and tone
• Whether you use bullet points, paragraphs, or both
• The kind of clinical language you prefer

Step 3: Add Specific Instructions

You can give the AI extra guidance by adding instructions in square brackets [ ] next to any section. This tells the AI exactly what you want for that part of the note.

Example Instructions:

• Key Quotes [quotes should be shorter in length, pick impactful statements only]
• Assessment [keep this section under 100 words]
• Plan [use EFT language and interventions]
• Sequential Summary [write in paragraph form with proper spacing, add line breaks for readability]
• Future Work [these should be in bullet points]

Step 4: Test and Refine

1. Click "Continue" to test your template
2. Select a sample session (you can use our Anxiety or CBT examples)
3. Review the generated note
4. If something's not right, click "Previous" and adjust your instructions
5. Repeat until you're happy with the result
6. Click "Save and Finish"

Setting Your Default Template

Once you've created a template you love, make it your default so every new session uses it automatically:

1. Go to Settings
2. Click "Notes" in the left panel
3. Find "Default Note Type" and select your custom template
4. Choose your preferred rule (Brief, Detailed, or Very Detailed)

Now every session will automatically use your template and rule settings. You can always change them for individual sessions if needed.

Understanding Rules vs Templates

Templates control what information goes in your note, which sections to include, and the overall structure.

Rules control how the AI writes, including length, level of detail, and writing style.

We provide three default rules:

• Brief – Shorter, more concise notes
• Detailed – Medium length with good detail
• Very Detailed – Longer notes with thorough documentation

You can edit these rules in Settings → Notes by clicking the pencil icon next to any rule.

Tips for Better Results

• Use a real note as your example. The more realistic your example, the better the AI will learn your style.
• Be specific with instructions. Instead of "make this shorter," try "keep this under 50 words" or "maximum of 3 bullet points."
• Test on different session types. A template that works great for individual therapy might need tweaking for couples or group sessions.
• Iterate as needed. AI can be inconsistent. If a note doesn't come out perfect, adjust your instructions and try again.
• Combine templates with rules. If your EFT template is still too long, switch from Detailed to Brief for shorter output.

Troubleshooting

Notes are too long: Switch from Detailed to Brief, or add length instructions like "keep under 200 words" to specific sections.

Missing modality-specific language: Add an instruction like "use EFT language" or "frame interventions using IFS terminology."

Formatting looks wrong: Tell the AI exactly what you want: "write in paragraph form," "use bullet points," or "add line breaks for readability."

Results vary between sessions: This is normal with AI. The more specific your instructions, the more consistent your results will be.

Need Help?

We're happy to walk you through creating a custom template. Reply to any Klarify email or book a 30-minute call with our team.

Updated on: 12/12/2025