Once you have downloaded the ChatGPT app, you can follow this Step-by-Step Guides for setting up your Client and Project Notes Templates for ChatGPT. To be able to save Templates in ChatGPT you will need to set up a log-in. This is a Free login not a paid subscription Login. By creating a Login ChatGPT has the ability to save templates that you ask ChatGPT to set up.
Step 1: Set Up (Write) Your Templates
First, you’ll want to set up your ChatGPT templates - that is, write up the instructions on what you would like ChatGPT to do. We've provided an example for each note type below to get you started:
An example ChatGPT Client Notes Template
I need a Client Note for a meeting with [Client Name] on [Date of Meeting].
Please fill out the following sections:
**Meeting Recap:**
- [Summarise key points discussed in the meeting.]
**Decisions Made:**
- [List any decisions made during the meeting.]
**Action Items for Client:**
- [List any tasks assigned to the client.]
**Action Items for Me:**
- [List any tasks assigned to you.]
**Next Steps:**
- [List any next steps to be taken.]
**Next Meeting / Follow-up Details:**
- [Provide details about the next meeting, if applicable.]
Please ensure the format is professional, clean, and easy to read.
An example ChatGPT Project Notes Template
I need a Project Note for a site visit on [Date of Visit/Meeting] for [Project Name].
Please fill out the following sections:
**Site Visit Summary:**
- [Summarise observations made during the site visit.]
**Challenges / Issues:**
- [List any challenges or issues encountered.]
**Progress / Updates:**
- [Provide updates on work completed, upcoming milestones, etc.]
**Next Steps:**
- [List the next actions to take.]
**Important Reminders:**
- [Provide any important reminders or things that need follow-up.]
Please make sure the formatting is clean and consistent.
Now that you have your saved templates you can use them for your Client and Project notes going forward.
Step 2: Using Your Templates in ChatGPT
Now it's time to use your templates - that is, convert your dictation in ChatGPT to your profile notes.
Open ChatGPT Click on the prompt field's microphone icon
And dictate your notes - once done, click on the " tick" to accept these or the "X" to delete and re-record - after a few seconds, ChatGPT will display your dictated notes as plain text.- Click on the Microphone again and ask ChatGPT to convert your dictation into Client Notes from template or Project Notes from template. OR click on the up arrow and the notes will appear as Client Notes or Project notes. Below is an example of talking to ChatGPT around some Project Notes
Below is the dictation and the end result of the project notes ready to copy and paste.
Copy & Paste into Rave: Once you’re happy with your notes, you can open your notes section in Rave, and copy and paste your reformatted notes there.
Note: Once you have used your Client or Project Notes Template, you can dictate any future client or project notes via the ChatGPT mic/recorder, confirm it's completion by clicking the tick icon, and press the up arrow to reformat it based on your previously loaded template - without having to load it again.
Example User Case: Generating a Client Note
User Request
You open ChatGPT and type:
I need a Client Note for a meeting with Jason Statham Developments on August 8th, 2025.
Please fill out the following sections:
**Meeting Recap:**
- Discussed construction project progress and timeline extension.
**Decisions Made:**
- Client approved the timeline extension and the new design for the Alfresco
**Action Items for Client:**
- Review updated project timeline and provide feedback by August 15th
**Action Items for Me:**
- Provide updated Alfresco design by August 17th.
**Next Steps:**
- Await client feedback and confirm schedule for next site visit.
**Next Meeting / Follow-up Details:**
- Follow-up meeting scheduled for August 19th to finalise design.
ChatGPT Response
ChatGPT will automatically format the response like this
**Client Name:** Jason Statham Developments
**Date of Meeting:** August 8th, 2025
**Meeting Recap:**
We discussed the construction project progress, including timeline adjustments and the new Alfresco design.
**Decisions Made:**
- Client approved timeline extension and new Alfresco design.
**Action Items for Client:**
- Review updated project timeline and provide feedback by August 15th.
**Action Items for Me:**
- Provide updated Alfresco design by August 17th
**Next Steps:**
- Await client feedback on design and confirm next site visit.
**Next Meeting / Follow-up Details:**
- Follow-up meeting scheduled for August 19th to finalise design
Screenshot below of ChatGPT Client Notes
Screenshot below of ChatGBT Project Notes
Copy & Paste into Rave
You can now copy this response into Rave under the "Client Notes" or "Project Notes" section for Jason Statham Developments.
To see how to Cut and Paste from Chat GPT into Rave check out our Projects - Adding Client and Project Notes from ChatGPT FAQ