Overview

Transcript Templates allow you to control how AI-generated transcripts are organized in Zoho Notebook. You can select from built-in templates, customize them to suit your workflow, or create entirely new templates for different meeting types and use cases. Templates help ensure that every transcript is consistently formatted and captures the information that is most important to you.

You can:

• Let Notebook automatically choose the best template for each meeting.
• Select a specific template before transcription.
• Duplicate and customize existing templates.
• Create templates tailored to your team's requirements.
• Automatically generate structured transcripts from supported meeting integrations.

Available Transcript Templates

Notebook includes several built-in templates for different types of conversations.

The available templates are:

• Auto (Automatically selects the most suitable template)
• Meeting Brief
• Daily Stand Up
• Support Call Notes
• Sales Call
• Interview Brief
• Lecture Notes
• Video & Podcast Notes
• Voice Memo Journal
• Town Hall Recap

Each template is designed to extract the most relevant information for that meeting type while maintaining a consistent structure.

Enable AI Transcription

Before using transcript templates, enable AI Transcription.

1. Open the Zoho Notebook Web App.
2. Go to Settings.
3. Select Notebook AI.
4. Turn on Auto Transcribe.
5. Enable the meeting sources you want to import transcripts from:

• Zoho Meeting
• Zoho Cliq
• Zoom
• Zoho Voice

6. Enable AI Transcription.
7. Choose your Default Transcription Language.
8. Select the Default Transcription Template.
   

Choose a Default Transcript Template

You can choose a template that will be applied automatically to future meeting transcripts.

To change the default template:

1. Open Settings.
2. Navigate to Notebook AI.
3. Locate Default Transcription Template.
4. Click the current template (default is Auto).
5. Select the template you want to use.
6. Save your changes.

Future transcripts will use the selected template unless changed later.

Preview a Transcript Template

Before choosing a template, you can preview how the transcript will be organized.

1. Open Settings → Notebook AI.
2. Click Default Transcription Template.
3. Select any template.

Notebook displays:

• A sample transcript generated using that template.
• The sections included in the template.
• The formatting style used.

From this window, you can:

• Set the template as your default.
• Duplicate the template for customization.

Duplicate and Customize a Template

Built-in templates cannot be edited directly. To customize one, first create your own copy.

To duplicate a template:

1. Open the template preview.
2. Click on More options.
3. Click Duplicate Template.
4. Give the template a name.
5. Begin editing the duplicated version.

Your custom template becomes available alongside the built-in templates.

AI Instructions

Provide custom AI instructions that explain what information Notebook should extract from the conversation.

Output Format

Choose how each section should be presented.

Examples include:

• Paragraph
• Bullet list
• Checklist
• Table

Writing Tone

Adjust the tone of the generated transcript.

Examples:

• Professional
• Concise
• Detailed
• Casual

Confidence Threshold

Adjust the minimum confidence level required before Notebook includes extracted information in the transcript.

Higher confidence values result in more conservative outputs, while lower values may capture additional details.

Rearrange Sections

Change the order in which sections appear in the transcript. Simply move sections into your preferred sequence.

Add Sections

Create new sections for information important to your workflow.

Examples:

• Risks
• Competitor Mentions
• Customer Feedback
• Decisions Made
• Root Cause
• Hiring Score
• Follow-up Tasks

Hide Empty Sections

You can configure a section so that it is omitted entirely when no relevant information is found, instead of displaying placeholders such as N/A.

Create a Custom Transcript Template

If none of the built-in templates match your workflow, you can create a completely new transcript template tailored to your requirements. You can generate one from an existing meeting recording. 

When generating a template from a recording, Notebook analyses the conversation and suggests:

• Section titles 
• AI instructions for each section 
• Confidence scores for the detected topics 

You can then:

• Accept or modify the suggested sections. 
• Edit the AI instructions. 
• Rearrange the layout. 
• Add or remove sections. 
• Adjust formatting and confidence settings. 
• Save the template for future transcripts. 

Custom templates are ideal for teams with specialised workflows, such as sales, customer support, recruitment, education, engineering, or project management.

Auto Template Selection

If Auto is selected as your default template, Notebook analyses each transcript and automatically chooses the most suitable built-in template based on the meeting content.

For example:

• Sales conversations may use Sales Call.
• Interviews may use Interview Brief.
• Internal meetings may use Meeting Brief.
• Daily syncs may use Daily Stand Up.

This allows different meeting types to be organized appropriately without manually changing templates each time.

Supported Transcription Languages

Notebook supports multiple transcription languages.

In addition to the existing supported languages, the following enhancements are available:

Auto Detect

Auto Detect automatically identifies the language spoken in the recording without requiring manual selection.

It supports:

• Mixed-language conversations (for example, English + Tamil)
• All other supported transcription languages (English, Tamil, Spanish, 

This is especially useful for multilingual meetings where speakers switch between languages.

Note: Integration with other meeting apps and Transcript Templates are currently available with Zoho Notebook Business, Zoho Notebook Pro Plus, Notebook AI and Zoho One plans.

Change the Transcript Template After Transcription

You can apply a different transcript template even after the transcript has been generated. This allows you to reorganize the same transcript using a different structure without retranscribing the recording.

To change the transcript template:

1. Open the transcript note.
2. Once the transcription has been generated, click AI Transcript.
3. In the top-right corner of the transcript view, click the current template.
4. Select the transcript template you want to apply.
5. Refresh or reload the page to view the transcript using the newly selected template.

Note: The selected template will be applied after the page is refreshed.

Change the Transcript Language

You can also change the transcript language from the same menu.

1. Open the Raw Transcript view.
2. Click the language selector.
3. Choose the required transcription language.
4. Refresh the page to regenerate the transcript using the selected language.

Note: If the recording contains multiple languages, you can choose Auto Detect to allow Notebook to identify the spoken language automatically.

Tips

• Use Auto if your meetings vary frequently.
• Duplicate built-in templates instead of creating one from scratch.
• Keep AI instructions specific for more accurate summaries.
• Use different templates for different departments such as Sales, Support, HR, or Engineering.
• Review custom templates periodically as your team's documentation needs evolve.

Frequently Asked Questions

No. Built-in templates are read-only. You can duplicate them and customize the duplicated version.

Yes. You can create and save multiple custom transcript templates for different meeting types or teams.

Notebook automatically analyses the transcript and applies the most suitable built-in template based on the meeting content.

Yes. You can select a different template and regenerate the transcript if needed.

Yes. Auto Detect can recognise mixed-language conversations, including combinations such as English and Tamil, while also supporting all other available transcription languages.

Need Further Assistance?

If you have questions about Transcript Templates, AI Transcription, or encounter any issues while using this feature, we're here to help. Contact the Zoho Notebook Support Team by emailing support@zohonotebook.com.

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