Team Templates let you share a summary template with your whole team, so every Member in the workspace can summarize recordings in the same format. Publishing is instant, and when you update a template, everyone gets the new version the next time they use it.
What are Team Templates?
A template is a saved summary format, such as a meeting minutes layout, a client visit report, or an interview scorecard. In Plaud Team, a Member can keep a template private, or publish it to the Team Template community so every Member in the workspace can use it.
Team templates don't need a review or any Admin setup. Members don't install a copy either: everyone uses the one version you published, so your team always works from the same format.
Before you start
- Team Templates are available on the Plaud Mobile App, Plaud Web, and Plaud Desktop, for Plaud Team workspaces.
- Every template you create starts in your own My templates list. Publishing it to the team is a deliberate choice, not automatic.
- The Team Template community and the Public community are separate. A template you publish from a Team workspace stays inside that workspace; it can't be published to the Public community. You can still browse, favorite, and use Public community templates from your Team workspace.
- An Admin can't open a Member's private templates. Templates only become visible to others once they're published to the Team Template community.
- Admins and Members have exactly the same template permissions in the Team Template community.
How to share a template with your team
- Go to Tools → Templates → Manage and open the template you want to share from My templates. If you haven't made one yet, click Create template first.
- Click Publish on the template detail page.
- In the Publish your template dialog, choose an icon and a Category, then click Submit. From a Team workspace, the template can only be published to your team.
- The template goes live right away and appears in Manage → My contributions as Published. Members in your Team workspace can now find it under Tools → Templates → Team.
Any Member, not just Admins, can publish a template to the team. No Admin approval or review is needed.
How to use a team template
You don't need to install a team template. Open it from Tools → Templates → Team, then:
- Click Use in chat to summarize with it right away.
- Click Favorite to save it to your Favorites for quick access later.
Team templates also show up wherever you pick a template:
- When you generate a new summary: choose to pick a template manually, then open the Team templates section of the Select template picker.
- In the recording's template suggestions: click View all templates to open the picker with the Team templates section.
- In a chat with Plaud Agent: name the template, for example "Summarize this recording with the Client Visit template", and Plaud Agent uses it directly. If you ask for a template summary without naming one, Plaud Agent offers to pick one for you or opens the picker.
Set for next use works with team templates too, the same way it works with your own templates and Public community templates.
Updating a template you published
- Edit and save the template in My templates. Your own copy changes immediately, but your team still sees the previous version.
- Once you save a change, the Update button on the template detail page becomes available. Click Update to publish the change to your team.
- The same team listing refreshes in place, and Update greys out again until your next edit.
Members don't get a prompt or an Update button. The next time they use the template, it runs the latest version.
A published template can't be edited from the Team Template community. To change it, edit your original in My templates and click Update.
Unpublishing a template
- Go to Manage → My contributions and open the template.
- In the ⋯ menu, choose Unpublish, then click Confirm.
When you unpublish a template:
- It's removed from the Team Template community and from your My contributions list. Your original stays in My templates.
- Members can no longer use it. It disappears from their Favorites and Recently used lists without a notification.
- You can publish it again later. The team gets your latest version, but Members who had favorited it need to favorite it again.
Deleting a template you published
- To delete a template you created, open it in My templates, open the ⋯ menu, and choose Delete. If the template is published, Also unpublish it from the community is selected by default, so the team version is removed together with your original.
- You can untick Also unpublish it from the community to keep the team version. Members can keep using it, but you can no longer edit or update it: from My contributions, you can only use it, unpublish it, or delete it. We recommend deleting both together rather than leaving an uneditable version behind.
- Deleting a template can't be undone.
- An Admin can't take down a template another Member published. Members can only remove templates they published themselves.
FAQ about Team Templates
Can I publish a template from my Team workspace to the Public community?
No. Templates published from a Team workspace stay inside that workspace. To share a template with all Plaud users, publish it from your Personal workspace instead.
Can I use Public community templates in my Team workspace?
Yes. Go to Tools → Templates → Explore to browse Public community templates. You can favorite them and use them in your Team workspace.
Why can't I favorite my own published template?
The Favorite option only appears on templates published by others. Your own templates are always available in My templates.
Can an Admin make a template mandatory for everyone?
No. Admins publish templates the same way Members do, and there's no option to push a template to every Member. Members choose which team templates to favorite and use.
Can I keep using an older version of a team template?
No. Team templates always run the latest version the author has published. When the author updates a template, your next use runs the new version automatically.
What happens to my published templates if I leave the workspace?
Templates you published to the Team Template community belong to the team. They stay in the community, and Members can keep using them.
Why did a team template disappear from my Favorites?
The author unpublished or deleted it. If the author publishes it again, you'll find it in the Team Template community and can favorite it again.
Does Plaud review what my team publishes to the Team Template community?
No. Templates are summary formats and don't run any code, so team templates go live as soon as they're published, without review.
Disclaimer: The information in this article is for reference only and may change as Plaud product features continue to update. Please refer to the latest version of the product for the most current experience.