> For the complete documentation index, see [llms.txt](https://support.caspen.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.caspen.com/using-caspen/settings/templates/set-up-your-session-templates.md).
# Set up your session templates
## Overview
{% hint style="info" %}
**Session templates vs Progress note templates**
* **Session templates** are used inside **Sessions** to generate AI documents from transcripts, dictation, or uploads (notes, letters, and other documents).
* **Progress note templates** are used when writing a **progress note in the client profile**. They help standardize your note layout, with or without AI.
{% endhint %}
Session templates tell Caspen’s Session AI how to structure and format the notes it generates from a session. Think of a session template as a set of instructions or rules the AI will follow when creating your documents.
Each template defines:
* Type – Progress note, letter, or document
* Structure – e.g. SOAP, H\&P, clinical summary
* Placeholders & AI instructions – guide what to include
* Writing style – bullet points, paragraphs, lists, narrative
Caspen includes default templates such as SOAP and clinical summaries so you can start immediately or customize them to match your practice’s documentation style.
***
## Create a session template
1. Go to **Settings** → **Session templates**.
2. Click **Add session template**.
3. Enter a **Name**.
4. Select a **Type**.
* Progress note – used for clinical notes. Can be copied directly to the client profile.
* Letter – creates formatted letters (for example, referral reports).
* Document – any other structured document you want generated.
5. Add your **Content**. This includes your AI prompt, headings, formatting, and placeholders.
5. Click **Create**.
The template becomes available inside any session. When you generate a document, you will choose which template to use, and Caspen AI will follow it to structure the resulting note, document, or letter.
***
## **Key concepts when structuring your template**
Session templates include elements that shape how Caspen AI generates your document. The elements below explain how each part of your template affects the generated document.
Section headings
These provide structure and tell the AI what belongs where.
**Examples:**
* **Subjective**
* **Objective**
* **Assessment**
* **Plan**
*Tip: Headings can be clinical (SOAP) or custom (e.g. “Summary for GP”).*
Placeholders
Insert client or session-related information automatically.\
Use square brackets **\[ ]** for placeholders.
Examples:
* `[Client Name]` → automatically fills in the patient’s name.
* `[Practitioner Name]` → automatically fills in the practitioner’s name.
* `[Allergies]` → automatically fills in the client’s allergies(if any).
When Caspen AI generates the output, these fields populate automatically.
AI instructions
Tell Caspen AI how to handle the content - what to include, omit, or how to format it.\
Use **round brackets** ( ) for instructions.
**Examples:**
* *`(Write this section in paragraph format, not bullet points.)`*
* *`(Only include previous medical history if explicitly stated in the transcript or contextual notes.)`*
**Where to place instructions:**
* **Next to a placeholder** - applies only to that section.\
*Example:* `[Medications] (Make a numbered list, with each medication on a new line.)`
* **At the top or bottom of the template** - applies to the whole document.\
Place the instruction at the very beginning or end, and Caspen AI will follow it throughout the generated note.
Verbatim text
Use verbatim text when something must always appear exactly as written.
Use quotation marks `" "` in the template to indicate verbatim text. Caspen removes the quotation marks in the final output, but the text itself is preserved exactly.
**Example:**\
"Dr. Sarah Thompson\
Clinical Psychologist\
Contact: "
Style customization
Caspen defaults to bullet points, but your template controls the output format. You can instruct the AI to use different writing styles depending on your needs.
**Paragraph-style notes**\
To generate narrative sections, add an instruction such as:\
*`(Never use bullet points for this section. Write in full sentences and paragraph format.)`*
**Numbered or bulleted lists**\
Example:\
`[Medications] (Make a numbered list, with each item on a new line.)`
**Conditional sections**\
Show a section only when relevant.\
Example:\
`[Past surgical history] (Only include if explicitly stated in the transcript or context.)`
***
## **Manage session templates**
Manage session templates from the **Actions** menu:
* **Edit -** Update the name or content. Changes apply immediately.
* **Duplicate -** Make a copy to customize without affecting the original.
* **Archive -** Hide the template from the selection menu without deleting it.
* **Restore -** Go to the **Archived** tab → **Actions** → **Restore**.
***
## Frequently asked questions
Do I have to use a session template?
No. You can type a prompt in the session and generate a document on the fly.
Templates are handy when you want consistent formatting and faster notes without repeating the same instructions each time.
Where do I choose a template?
In a session (after you have transcribed, uploaded, or dictated), click **Add new**, then select a template.