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What it does

Custom templates let you save reusable meeting prompts in Earmark. Use them when you have a format your team runs often, like:
  • Weekly standup recaps
  • Customer call summaries
  • Ticket or action-item trackers
  • Team-specific updates and handoff notes
Once saved, a template can be:
  • Used again from the Templates picker
  • Invoked quickly from the / command in the meeting view
  • Shared with teammates through Workspace visibility
  • Shared through a public Copy link URL that opens the current template in Earmark
Custom template creation flow showing a template name, prompt, visibility controls, and copy-link actions.

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Create a template

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From the Templates picker

Open the Templates picker in the meeting view, then create a new template from your personal or workspace section.
Templates picker showing the My templates section and its empty state before creating a first custom template.

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From the fullscreen composer

If you are in the fullscreen artifact composer and want to reuse the prompt later, open the composer menu and choose Save as template.
Fullscreen composer menu showing the Save as template option.
You can also start from an existing template instead of starting from scratch.

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Choose visibility

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Private

  • Visible only to you
  • Best for personal workflows or drafts

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Workspace

  • Visible to your team in the workspace
  • Best for shared team formats

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Who can edit or delete a template

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If the template is Private

  • Only the creator can see it
  • Only the creator can edit it
  • Only the creator can delete it

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If the template is Workspace

  • The creator can edit and delete it
  • Workspace admins can also edit and delete it

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Important visibility rule

Only the original creator can move a workspace template back to Private. Copy link creates or reuses one public link for a saved template. That link always points to the current version of the template. In share settings, choose:
  • Anyone with link to make the template available through its public link
  • Off to turn that public link off again
Only the template creator can manage this link. When someone opens the link:
  • Earmark opens a share page that can hand off to the desktop app or continue in the web app
  • The link leads into Earmark’s import flow rather than a multi-user shared editor
  • If the person does not already have that template, they can import their own local copy
  • If they already have that same template family, Earmark opens the existing local template instead of creating a duplicate
Turning the link off revokes public access without changing where the template appears inside Earmark.
Use Workspace visibility to control who can find the template inside Earmark. Use Copy link when you want a public entry point for opening or importing it.

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Use a template in a meeting

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Option 1: Use the Templates picker

Open the Templates picker and select your template from:
  • My templates
  • Workspace templates

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Option 2: Type / in the composer

Type / and start searching by name. Earmark shows matching custom templates inline, so you can select one immediately without opening the full picker.
Inline slash-command menu showing custom template suggestions in the meeting composer.
1

Type / in the meeting composer

The inline suggestion menu opens.
2

Search by template name

Keep typing to narrow the results.
3

Select a template

Press Enter or click the result to use it immediately.

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Edit or delete a template

You can:
  • Rename a template
  • Update its prompt
  • Change its visibility if you are the creator
  • Delete it if you have permission

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Best practices for writing a good template

A strong template usually does three things:
  1. Start with a clear job to be done
  2. Tell Earmark what to focus on
  3. Define the exact output structure with headings

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A strong pattern

Use something like: 
Capture the key outcomes from this meeting. Use the format:

# Meeting Recap
## Key Discussion Points
## Decisions Made
## Action Items
## Next Steps
This gives Earmark both a clear instruction and a clear output format.

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What makes templates work well

  • Be specific about the outcome you want
  • Use explicit section headings
  • Keep the format stable across meetings
  • Write for a repeatable workflow, not a one-off conversation
  • Test the template in a real meeting and refine it after seeing the result

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A good default pattern

Many strong templates follow this structure:
  • A short instruction at the top
  • Then Use the format:
  • Then a clean Markdown outline with headings

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Keep them focused

Avoid trying to do everything in one template. Three focused templates are usually better than one giant catch-all prompt.

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Limits and behavior to know

  • Template prompts can be up to 8,000 characters
  • You need to save a template before you can copy a link to it
  • Copy link creates or reuses one stable public link per template
  • Turning the link Off revokes public access without changing the template itself
  • Public links open the latest template in Earmark and import a local copy only when needed
  • Workspace visibility controls who sees the template inside Earmark
  • Only the template creator can manage the public link

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When to use a custom template instead of a built-in template

Use a custom template when:
  • your team already has a house format
  • you repeat the same output often
  • a built-in template is close, but not quite right
  • you want your workspace to standardize a recurring artifact
Use a built-in template when:
  • you are exploring a workflow for the first time
  • your format does not need to be strict
  • you just want a fast starting point
A good way to create your first custom template is to start from a built-in template, run it in a real meeting, then save an improved version that matches your team’s exact format.