Customize your meeting minutes template: one template per meeting type

An executive committee, a job interview and a sales meeting have no reason to share the same minutes.

In Leexi, you can create a different template for each meeting type: the information to bring out, the order of the summary, the level of detail, the speakers to take into account or the destination of the minutes.

The right template can then be applied automatically when Leexi recognizes the meeting type.

And if the wrong minutes come out, check three things first:

1. the template is linked to the right conversation type
2. the meeting was given that type
3. the conversation type is still active

Between January and June 2026, 25 requests sent to Leexi support were about setting up minutes templates.

What you can customize in your minutes

You can act on several levels.

The idea is therefore not to have a single template for the whole company.

An HR interview, a sales call, a client check-in or an executive committee can each have their own structure.

Link a template to each meeting type

Leexi chooses the conversation type based on its description and on the meeting title.

For example, you can have:

• a template for sales meetings;
• a template for job interviews;
• a template for internal meetings;
• a template for executive committees;
• a template for board meetings.

Once the type is recognized, Leexi uses the template linked to it.

Getting the meeting type recognized correctly

Avoid descriptions that are too long.

Leexi support recommends describing the conversation type in 3 sentences maximum, and points out that the shorter the description, the better.

Meeting titles also count.

A typo, an accent or even a missing space can prevent correct detection.

If a meeting type is never recognized, start by simplifying its description and checking the titles used in your calendar.

The wrong template is applied: what to check?

Three checks are enough in most cases.

1. Is the template linked to the conversation type?

Creating a template is not enough.

You then have to link it to the meeting type concerned.

One user, for example, had created their template without linking it to the matching conversation type. The template did exist, but it was never used.

This link must be set up by a system administrator or a super administrator.

2. Was the meeting given the right type?

Leexi can sometimes assign the wrong conversation type.

You can change it after the meeting.

Once the right type is selected, regenerate the minutes to apply the matching template.

3. Is the type still active?

Also check that your conversation type has not been deactivated.

One client found a type switched to inactive two weeks after it was created. The standard template had then taken its place.

How to write the template prompt

The prompt tells the AI what you want to find in the minutes.

Leexi support recommends including four things:

• the role the AI should play;
• the expected structure;
• the level of detail;
• the rules to follow.

For a sales meeting, you can for example ask for:

• the needs expressed;
• the objections;
• the decisions made;
• the next steps.

For an executive committee:

• the topics discussed;
• the decisions;
• the owners;
• the actions to follow up.

Watch out for the "Description" field

The Description field of the template is not read by the AI.

It is only there to remind you what the template does.

If you want to impose a structure, a tone or a specific rule, it must be placed in the prompt itself.

One client had put their formatting instructions in the description and could not understand why they were never applied.

Show a piece of information only if it was mentioned

You can ask the AI to show a piece of information only when it was actually discussed.

For example, in a job interview, some questions may be asked to some candidates and not to others.

You can therefore specify in the template:

"Only show this section if the topic is mentioned in the transcript."

If the topic was never discussed during the meeting, the AI must not try to fill in the section.

This is useful to avoid minutes that are filled in artificially.

Write minutes based only on what the client says

You can also choose which speakers should be taken into account.

For a sales meeting, for example, you may want to keep only:

• the prospect's needs;
• their objections;
• their questions;
• their constraints;
• their next steps.

In the template, then select the contacts concerned.

Support also advises adding the instruction:

"Take only into account what the $customers are saying".

Create a template for an executive committee or a board meeting

Templates are particularly useful for meetings where the format of the minutes must stay stable.

A request received by Leexi in April 2026 stated, for example:

"concise minutes covering the discussions, and decisions made in the meeting. complete, factual sentences, and must not contain personal or irrelevant information".

You can therefore create a template that always follows the same logic:

• topics discussed;
• decisions made;
• actions;
• owners;
• next deadlines.

For this type of need, the setup can also be supported by the account manager.

Generate several sets of minutes for the same meeting

One meeting can produce several summaries.

Each template has a status:

• Main: the main minutes;
• Other: secondary minutes.

On a sales call, for example, you can generate:

• a full summary;
• a summary of the prospect's needs;
• a follow-up email.

On a management meeting:

• the main minutes;
• the decisions;
• the actions to assign.

Support indicates up to 3 summaries per conversation type.

A few limits have been reported:

• a secondary template cannot be added if the maximum number has already been reached;
• secondary summaries sometimes identical to the main one when they are configured only in English;
• a template cannot be deleted directly from the tool.

For an old template, you can rename it, reuse it or ask support to delete it.

AI context and custom vocabulary: what is the difference?

The two settings do not serve the same purpose.

Custom vocabulary

It is mainly used to correct the transcription of specific terms:

• names of colleagues;
• names of clients;
• internal acronyms;
• product names;
• industry vocabulary.

If Leexi consistently misspells a proper name or an acronym from your company, this is where you need to act.

AI context

AI context instead explains your business to the AI.

You can link it to one or more conversation types.

It can, for example, help the AI understand:

• your company;
• your products;
• your teams;
• certain internal terms;
• the context of the meetings.

Its effect is not guaranteed, however.

A client who had added the equivalent of two A4 pages explained:

"I didn't see much difference after adding AI context".

Test a new template without breaking the old one

There is no need to replace your current template directly.

Take a meeting that has already been recorded, apply the new template and regenerate the minutes.

You can then compare the two versions on exactly the same conversation.

This is particularly handy for testing a new structure for sales, HR or management minutes before rolling it out to the whole team.

Regeneration takes a few minutes and a delay applies between two regenerations.

Send the minutes to your CRM, by email or to Google Docs

Each template can have its own destination.

In the notification section, you can in particular send the output to:

• an email;
• a CRM;
• an ATS;
• Google Docs;
• SharePoint.

Sales minutes can therefore go straight into the CRM, while a job interview can be sent to the ATS.

To change the template sent to your CRM, open the company settings, then the summary templates.

Select the template concerned and enable CRM in the notifications.

Use the same template for the whole team

Conversation types are managed at the workspace level.

A template linked to a type can therefore apply to all matching meetings, whatever the user.

This is particularly useful to standardize your minutes.

For example, all your salespeople can use the same structure after their client meetings:

• need;
• context;
• objections;
• decision;
• next step.

The same logic applies to recruiters, managers or customer success teams.

An event agency, for example, had standardized its internal "status note" and wanted to get the same format after every client call.

Setting up types remains reserved for a system administrator or a super administrator.

What Leexi offers to customize your minutes

The number of custom templates depends on the plan:

• Starter: none
• AI-Meeting: 2
• Business: 4
• Coach: 8 additional

Leexi also offers a library of ready-to-use templates.

From the AI-Meeting plan, Leexi Studio brings together:

• templates;
• custom vocabulary;
• AI context.

You can also go back to a meeting that has already been recorded and regenerate its minutes with another template or another conversation type.

And if your template does not work as expected, support can help you fix it. More advanced creation requests can be supported by the account manager.

What we see with our clients

The 25 requests sent to support between January and June 2026 were mainly about four topics:

• writing the prompt;
• getting the right meeting type recognized;
• managing secondary templates;
• getting the right output format.

One client says their template gives them "80 or even 90% of the work already pre-chewed" and that all they have left to do is review and adjust.

Another team previously used Leexi in a "makeshift" way: it took the transcript and then copied it into another tool to produce its minutes.

An organization that reworked its templates also says it no longer receives comments about "poorly written" minutes.

Frequently asked questions

Why is my minutes template not applied to my meetings?

Start by checking that the template is linked to a conversation type.

Then look at which type was assigned to the meeting.

If it is not the right one, change it and regenerate the minutes.

Who can link a template to a conversation type?

A system administrator or a super administrator.

A user can create a template, but linking it to a conversation type must go through one of these two roles.

How many custom templates can you create?

It depends on the plan:

• Starter: none;
• AI-Meeting: 2;
• Business: 4;
• Coach: 8 additional.

Support also indicates up to 3 summaries per conversation type.

Can you change a template without changing older minutes?

Yes.

Minutes that have already been generated do not change automatically when you edit your template.

If you want to apply the new template to an older meeting, you need to regenerate its minutes.

Can the minutes cover only what the client says?

Yes.

In the template, select the contacts as the only speakers to take into account.

Also add to the prompt that the summary must be based only on what they say.

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