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How to create new Templates and Collections

Use Templates in Avoma to save time preparing for upcoming meetings, guide meetings, and pull AI-generated notes. Templates help you stay consistent when prepping, taking notes during a meeting, and reviewing notes afterward. 

This guide is for Admins setting up or customizing Templates and Collections for their organization.

Before you begin

  • Only Admins can create or manage Collections and Templates.
  • Avoma includes pre-built Collections, Templates, purposes, and topics to help you get started quickly:
    • 11 pre-built Collections: Sales, Customer Success, Marketing, Leadership, Product, Design, Engineering, Recruiting, HR, Finance, Operations
    • 90+ ready-to-use Templates (including newer types like Deal Review, Forecast Review, Budget Planning, and more)
    • 50+ default purposes (Templates are linked to appropriate purposes, and most purposes have a Template mapped)
    • 190+ default topics to support rich, structured Templates

Note: Default Templates cannot be deleted.

1) How to create a Collection

Collections help you organize Templates by function or workflow (for example, Sales, Customer Success, or Forecast Reviews) so teams can find the right Template faster and stay consistent.

  1. Go to Settings → Templates.
  2. Click New Collection (top right).
  3. Enter a Name and Description for your Collection.
  4. Click Create.

How to create a collection

2) Browse pre-built Collections (recommended)

Before creating a Template from scratch, review Avoma’s pre-built Collections to see if a ready-to-use or easily customizable Template already meets your needs.

Each Collection includes curated Templates designed for that function, with 90+ ready-to-use Templates available overall.

  1. Go to Settings → Templates.
  2. Browse the Collections to find a relevant starting point.
  3. Open a Template and choose one of these options:
    • Use as-is
    • Edit (to tailor the content)
    • Duplicate(to create a new Template based on the default)

3) Create a new Template (from scratch)

  1. Go to Settings → Templates.
  2. Click New Template (top right).
  3. Complete the Template details:
    • Name* (max 100 characters)
      Example: Onboarding Template
    • Who can use this Template:
      • Only Me
      • My Organization
    • Collection: select a Collection from the dropdown.
    • Purpose: select one or more purposes. Avoma can automatically insert Templates into the meeting notes editor based on the meeting’s selected purpose(s).
    • Description (optional, max 80 characters)
      Example: Template for onboarding process
    • Set as my default Template (toggle): enable to make this your default Template.
  4. Click Create Template.

How to create a new template
4) Clone a default Template to create a new one (fastest path)

If you found a default Template that’s close to what you need, clone it and customize.

  1. Go to Settings → Templates.
  2. Open a relevant Template from a pre-built Collection.
  3. Click on the three dots in the top right corner and click Duplicate.
  4. Configure the duplicated template:
    1. Name: Update the template name.
    2. Smart Topics: Adjust which topics are included and how they’re used.
    3. Settings: Review and update template-level settings (as needed).
    4. Default template behavior:
      1. Set as my default
      2. Set as my organization’s default
    5. Choose how to extract notes:
      1. For all relevant topics
      2. Only topics that are defined in the template
    6. Collection: Choose a collection where the template should live (example: Customer Success).
    7. Auto-apply for meetings: Select purpose (choose one or more purposes): When a meeting is tagged with one of the selected purposes, Avoma will automatically apply this template in the meeting notes editor.

 

Tips

  • Use Duplicate when you want to preserve a proven structure and only adjust sections or prompts.
  • Assign multiple purposes to make a Template available across several meeting types.
  • Keep Collections clean by creating a few team-based Collections (e.g., Sales, CS) and placing custom Templates there.

Troubleshooting and FAQs (optional)

Why don’t I see “New Collection” or “New Template”?

This is usually a permissions issue.

  • Confirm you’re signed in as an Admin.
  • Verify you have access to Settings.
  • Ask an existing admin to update your role if needed.

 

Can I delete a default Template?

No—default Templates are protected.

  • Keep the default Template as a reference.
  • Use Duplicate to create your own version.
  • Edit your cloned version as needed.

Why isn’t my Template showing up in a meeting?

This is most commonly caused by Purpose settings.

  • Confirm the Template has the correct Purpose(s) selected.
  • Confirm the meeting is assigned one of those purposes in Avoma.
  • Refresh the meeting notes editor and check again.

Will the new Templates and Collections overwrite the Templates we already created?

No—your existing setup is preserved.

  • Backfill for existing customers is complete.
  • Your custom Templates and customizations are preserved.
  • New default Templates and Collections are added alongside what you already have.

What’s next

Read these articles to extend and automate your template setup:

Adoption follow-ups:

  • Review your top meeting purposes and confirm each one has a mapped template for consistent notes.

Recap

Admins can create Collections and Templates in Avoma, either from scratch or by cloning pre-built defaults. With 11 pre-built Collections, 50+ Templates, 50+ purposes, and 190+ topics, you can quickly standardize meeting prep and ensure Templates show up automatically based on meeting purpose.