Templates

Templates let you create reusable formats for documents, emails, and reports that Quin populates with your data. When you ask Quin to generate a document, it uses your template as the foundation and fills in the relevant details from your meeting notes, CRM, or conversation context.

Quin supports three template types, each suited to different use cases.

Template types

Fillable PDF templates — Upload a fillable PDF with pre-defined fields. Quin populates the fields using your data. Best for structured forms like intake sheets, review documents, or compliance forms.

Word document templates — Upload a Word document with merge tags like {$First_Name} or {$Email_Address}. Quin replaces the tags with real values. Best for letters, proposals, and branded documents.

Builder templates — Create a template directly in Quin using the built-in editor, with example placeholders or merge tags. Quin generates the completed document and can output it as a PDF, Word file, or email. Best for meeting recaps, client updates, and follow-up emails.

How to create a template

1. Go to Settings > Templates
2. Click Add template
3. Select the template type you want to create
4. Click Next and follow the setup steps for your chosen type

Quin will automatically use your templates when creating similar content.

What to expect

After you create a template, Quin recognizes when to use it based on the template name and content. When you ask Quin to prepare a meeting, draft an email, or create a document that matches a template you've created, Quin uses that template as the foundation and fills in the relevant details from your conversation or meeting context.

Browse the templates library

The Discover tab offers pre-built templates for common scenarios including meeting prep, client check-ins, and follow-up emails. Click any template to preview it. If it fits your needs, add it to your account and customize it from there.

Managing your templates

Your saved templates appear under the My templates tab. Click any template to edit the title, content, guidelines, or output format. To delete a template, open it and select the delete option.

Common questions

When does Quin use my templates?
‍Quin automatically applies templates when the task matches the template's purpose. For example, if you create a "Client check-in" template and ask Quin to draft a client check-in email, Quin uses that template.

Can I use templates with different tools?
‍Yes. Templates work across all features—meeting notes, email drafts, CRM updates, and chat responses. Quin adapts the template formatting to match each tool's capabilities.

What should I include in template placeholders?
‍Use clear, descriptive placeholders like [Meeting Name], [Attendee Names], [Key Topics], or [Next Steps]. This helps Quin understand what information to insert.

How do templates differ from guidelines?
‍Guidelines tell Quin what to do and when (rules and workflows). Templates tell Quin how to format the output (structure and style). They work together—guidelines might say "Always send a follow-up email," while a template determines what that email looks like.

Troubleshooting

Quin isn't using my template when I ask it to generate a document

• Make sure the template title clearly describes its purpose (e.g., "Client check-in" rather than "Template 1")
• Add template guidelines to give Quin more context about when to use it
• Try explicitly naming the template in your request: "Generate a client check-in using my Client Check-in template"

I don't see my template in the list

• Confirm you clicked Save after creating it
• Check that you're viewing the My templates tab, not Discover

My output format isn't what I expected

• Open the template and confirm the Default output format is set correctly
• You can change the output to PDF, Word, or Email depending on the template type