--- title: Create and manage custom AI Scribe templates description: Learn how to manage your AI Scribe custom templates in WriteUpp. --- [Skip to content](https://knowledge.writeupp.com/en/create-and-manage-custom-ai-scribe-templates-#main-content) English Show submenu for translations [Contact us](https://knowledge.writeupp.com/en/kb-tickets/new?hsLang=en) [![writeupp\_logo\_blue200](https://knowledge.writeupp.com/hs-fs/hubfs/writeupp_logo_blue200.png?width=197&height=82&name=writeupp_logo_blue200.png)](https://www.writeupp.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](https://knowledge.writeupp.com/en/kb-tickets/new) - [Log in to your WriteUpp account](https://portal.writeupp.com/login/) [Log in to your WriteUpp account](https://portal.writeupp.com/login/) How can we help you? - There are no suggestions because the search field is empty. 1. [WriteUpp Knowledge Base](https://knowledge.writeupp.com/en?hsLang=en) 2. [AI Scribe](https://knowledge.writeupp.com/en/ai-scribe?hsLang=en) 3. [Using AI Scribe](https://knowledge.writeupp.com/en/ai-scribe?hsLang=en#using-ai-scribe) October 30, 2026 # Create and manage custom AI Scribe templates AI Scribe includes a range of pre-set templates for recording patient encounters. You can also create custom templates to control the structure, content and level of detail in your notes. ### Who can manage templates? All users with access to AI Scribe can create and manage personal templates. Site Administrators can also: - Create clinic templates available to everyone on the account. - Manage other users’ personal templates. - Set a default clinic template. Each user can have up to 25 personal templates. Each account can have up to 50 clinic templates. ### To open the Template Manager 1. Open AI Scribe from a note or a document. 2. Select **Record Patient Encounter**. 3. Select **Manage templates**. Site Administrators can see: - Their personal templates. - Clinic templates. - Other users’ templates, shown as provider templates. - The default templates supplied with AI Scribe, shown as organisation templates. Other users can see their own templates and the templates available to them. ### To create a template 1. Select **New template** in the top-right corner. 2. If you are a Site Administrator, choose whether to create a **Personal template** or **Clinic template**. Other users will create a personal template. 3. Enter a template name of up to 120 characters. 4. Choose a format (see more information below). 5. Optionally add a description of up to 1,000 characters. 6. Set a descriptor for what you call the customers you treat. If left empty, it will default to patient, so only needs changed if you use a different descriptor, e.g client, child, service user. 7. Add your instructions (see more information below). 8. Choose the required detail level: **Concise**, **Standard** or **Detailed**. 9. Choose whether the note should be written in prose without bullet points. 10. Preview the template. 11. Save the template when you are happy with the result. ### Choosing a format For a fully customised template, we recommend **Freeform**, as this allows AI Scribe to follow the headings and structure in your instructions. If you select a structured format, such as DAP, AI Scribe will organise the note into that format’s standard sections. You may see an advisory if your instructions do not appear to match the selected format. This will not prevent you from saving, but the finished note might not be formatted as expected. ### Write effective instructions Instructions are the most important part of your template and can contain up to 20,000 characters. Lay out the instructions in the structure you want to see in the finished note. Include: - The headings you want AI Scribe to use. - What information should appear beneath each heading. - Anything that should be excluded. - Whether particular sections should use paragraphs or bullet points. ### Preview a template You can preview a template before saving it to check whether the instructions produce the expected result. Choose either: - One of your previous recorded encounters. - The built-in sample visit. AI Scribe will reformat the selected content using your new template.  ### Example - Intake Report for Psychotherapy The following example creates a clinic-wide intake report: - **Save as:** Clinic template - **Name:** Intake Report for Psychotherapy - **Format:** Freeform - **Description:** Intake report from an initial consultation - **What to call the person the session is with or about:** Client - **Detail level:** Standard - **Write in prose:** No **Instructions:**  Referral Reason: Describe current issues, reasons for visit, and discussion topics. Family and Living Situation: Describe current family makeup, living arrangements, marital status, custody details if applicable, school or work situation. Describe relevant family history including significant relationships, patterns, or dynamics. Background Information: Describe history of presenting complaints including onset, duration, and relevant triggers. Document past medical history and previous surgeries. Mention current and past medications, including herbal supplements. Mention known allergies. Psychosocial History: Describe relevant social history including friendships, community engagement, and hobbies. Describe educational background and occupational history. Describe relationship history including significant partnerships and patterns. Describe financial situation and housing stability. Expectations and Goals for Treatment: Describe client’s expectations, motivations, and specific goals for therapy. Impressions: Describe client’s general presentation, motivation, level of stress, ability to engage or commit to therapy, and any unusual behaviours. Mental Status Examination: \- Appearance: describe physical appearance and grooming \- Behaviour: describe observed behaviour during session \- Mood: describe reported mood \- Affect: describe affect and emotional expression \- Thought Process: describe flow and organisation of thoughts \- Thought Content: describe themes or content of thoughts including any distortions, delusions, obsessions etc \- Cognition: describe cognitive abilities including memory, orientation, attention \- Insight: describe insight into current problems or behaviour \- Judgment: describe judgment and decision-making capacity Assessment: Provide clinical impressions and assessment findings based on presentation and history. Plan: Outline proposed treatment plan including frequency of sessions, therapeutic approach, referrals, or follow-up needs. --- To take a section from the example above: Expectations and Goals for Treatment: Describe client’s expectations, motivations, and specific goals for therapy. **Expectations and Goals for Treatment** becomes a heading. The instruction beneath it is replaced with relevant information from the transcript. For example: Expectations and goals for treatment The patient would like to understand why she has been feeling anxious and explore ways to manage these feelings. Specific goals include: \- Finding activities that can be used as coping mechanisms when feeling anxious. \- Exploring how to distribute responsibilities more effectively. \- Developing strategies for managing stress related to work and home life. The patient appears motivated to engage in treatment and committed to making positive changes. --- You can review the instructions used by organisation templates: 1. Find the template you want to review. 2. Select **Duplicate**. 3. Review the template’s instructions. 4. Either cancel without saving or customise the template for your own needs. 5. Save your changes to create a new, separate template. 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