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: Paste Your Example Note

Go to your dashboard and click "Templates" in the menu, then click "Create Template."

Now grab an example note and paste it in. This can be:

• A note you've written before that looks exactly how you want your notes to look
• A template with instructions that you've already put together (with help from the AI assistant, ChatGPT, or any other tool)

The AI will study your example to learn the sections you include, how long each section should be, your writing style and tone, whether you use bullet points or paragraphs or both, and the kind of clinical language you prefer.

Step 2: Chat with the AI Assistant

Here's where it gets really easy. There's an AI assistant built right into the template builder. Once you paste in your note and hit enter, the assistant will look at what you pasted and either ask you some questions or get right to work.

You can tell it things like:

• "Make this more trauma-informed"
• "Make this much shorter"
• "Use EFT language and interventions"
• "Keep the assessment section under 100 words"
• "Write the summary in paragraph form"
• "Make the future work section bullet points"

You can keep going back and forth with it until the template feels right. It already knows what you're going for based on the note you pasted, so you're not starting from scratch.

Step 3: Preview on a Real Session

When you're happy with how the template looks, click "View Preview." Pick one of your previous sessions, click "Generate Preview," and Klarify will create a test note using your new template.

This lets you see exactly how your notes will look going forward. If something feels off, just go back to the editor and chat some more with the AI assistant until it's right.

Step 4: Save and Share

Once you're happy with the result, hit "Save Template." Give it a name and a short description. If you're on the team plan, you can check the box to share your template with the rest of your clinic.

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. Find "Default Note Type" and select your custom template
3. Choose your preferred rule (Brief, Detailed, Very Detailed, or your own custom rule)

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 when chatting with the AI assistant. 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.

Keep going back and forth. If the first result isn't perfect, tell the assistant what to change. You can refine as many times as you need.

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: Ask the AI assistant to shorten specific sections, or switch from Detailed to Brief.

Missing modality-specific language: Tell the assistant to "use EFT language" or "frame interventions using IFS terminology."

Formatting looks wrong: Tell the assistant exactly what you want, like "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 to the assistant, 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: 16/02/2026