Once you have downloaded the ChatGPT app, you can follow this step-by-step guide to set up your Client and Project Notes Templates for ChatGPT dictation, to reformat these nicely, to then copy to your Client and Project Notes in Rave. 


Step 1: Set Up (Copy and Paste or Write) Your Note 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.



Step 2: Save Your ChatGPT Templates - Somewhere on your phone


Although ChatGPT will save your client template for you, if you're planning on using this process moving forward, you may want to save your instruction templates somewhere on your phone - to easily copy from as required i.e. copy and paste the above templates as an easily accessible email, text, or Word file on your phone.



Step 3: 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 and Copy and Paste the relevant notes template into the prompt field.  

    ChatGPT will display your text in a nicely laid out and clear format - ChatGPT will also ask for any specific details - rather than typing in the missing sections, like meeting details, project status, action items, etc...

  • Click on the prompt field's microphone icon 

    And record your thoughts. Once done, click on the tick box to accept these. After a few seconds, ChatGPT will display your dictated notes as plain text.

  • Click on the 'UP' arrow to reformat your dictated notes into your template layout

  • 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 its 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


Open ChatGPT, and copy, paste and enter your client notes template.  Then click on the microphone prompt and dictate/record the following:

- I need a Client Note for a meeting with Jason Statham Developments on August 8th, 2025.

- We discussed the project's progress and the need for a timeline extension.

- Jason approved the timeline extension and the new design for the Alfresco

- He will review the updated project timeline and provide feedback by August 15th
- I then need to provide an updated Alfresco design by August 17th

- In the meantime, I will wait for Jason's feedback and confirm the schedule for the next site visit.

- Schedule a follow-up meeting for August 19th to finalise the design


Click the tick icon to complete your recording, then once the dictated text is displayed, click the up arrow icon to format it into your client notes template.  From here, you can open your client note in Rave to copy and paste from ChatGPT.



Screenshot below of ChatGPT dictation copied to Rave's Client Notes