Help Center

Creating AI Meeting Prep Templates

AI Meeting Prep templates control what information is included in the meeting preparation generated before appointments. By creating your own templates, you can decide what the AI looks for, how it presents the information, and how detailed the prep should be.

Templates are reusable and can be applied to:

• Calendars
• Appointment categories
• Public calendar links
• Individual appointments

How Meeting Prep Templates Work

Meeting prep templates combine regular text with AI instruction blocks.

AI instruction blocks tell the system what content to generate using available contact, appointment, and activity data.

Instruction Block Format

[[@ Your instruction to the AI here @]]

When the meeting prep runs, each instruction block is replaced with AI-generated content based on your data.

What You Can Include in a Template

• Static text
  Appears exactly as written.
• AI instruction blocks
  Content generated dynamically by AI.
• Rich formatting
  Headings, bullet lists, bold text, tables, and paragraphs using the editor toolbar.

This allows you to create templates that are structured, scannable, and consistent.

Writing Effective AI Instructions

The quality of the meeting prep depends heavily on how clear your instructions are.

1. Be Specific

Good example:

[[@List all income sources with amounts, frequencies, and details including employment, investments, benefits, and other income. List each item separately.@]]

Avoid:

[[@List income information@]]

2. Tell the AI How to Organize the Output

[[@Provide a bulleted breakdown of the client’s current portfolio, including asset allocation percentages and dollar values for each category.@]]

3. Ask for Specific Details

[[@List 2–3 personalized conversation starters based on recent meetings, family details, hobbies, or interests discussed.@]]

4. Request Tables When Helpful

[[@Create a table with columns for Income Type, Amount, Frequency, and Tax Treatment. Order rows by highest amount first.@]]

5. Control Length and Depth

[[@Summarize the last 2–3 meetings. Write 2–3 sentences per meeting and highlight key decisions in bold.@]]

Example Template Sections

Contacts Section

Contacts:
[[@List all contacts attending the meeting. Include preferred nicknames when available.@]]

Financial Summary Section

Financial Summary

Income:
[[@List all income sources with amounts, frequencies, and details.@]]

Assets:
[[@List all assets including cash, investments, retirement accounts, real estate, and business interests with current values.@]]

Conversation Starters Section

Conversation Starters

[[@List 2–3 personal icebreaker questions based on family, work, hobbies, or prior discussions.@]]

Tips for Creating Great Templates

• Start with a clear structure
  Use headings and bullet points so the output is easy to scan.
• Use clear section titles
  This helps both you and the AI stay focused.
• Balance detail with readability
  You want useful depth, not walls of text.
• Test with real appointments
  Review the output and refine your instructions.
• Iterate over time
  Small instruction tweaks can dramatically improve results.
• Reference available data
  The AI can use contact details, appointment history, notes, and interactions.

Common Instruction Patterns

• Detailed lists
  [[@List all [items] with detailed attributes. List each item separately.@]]
• Focused summaries
  [[@Provide a detailed summary of [topic], emphasizing [specific points].@]]
• Structured tables
  [[@Create a table with appropriate column headers for [data]. Order by [criteria].@]]
• Limited counts
  [[@List 2–3 [items] with specific details about [topic].@]]

How to Create or Edit Meeting Prep Templates

1. Go to the Marketing Dashboard.
2. In the left menu, expand Templates.
3. Click AI Meeting Prep.
4. Click + New Template.
5. Enter:
   • Template name
   • Template category (typically Appointments)
   • Template content using text and instruction blocks
6. Save your template.

You can also open the templates page directly: https://app.leadcenter.ai/dashboard/ai-templates

Important Notes

• AI-generated content may vary slightly between runs.
• More specific instructions produce more consistent results.
• Templates can be updated at any time; changes apply to future meeting prep runs.

Need Help?

If you need help creating or refining meeting prep templates, contact LeadCenter Support at support@leadcenter.ai.