Write useful Call Notes instructions

What this does

Write instructions that help Call-E preserve the details you need after a call, with clear sections and useful next steps.

Before you start

You need Owner or Admin access to edit a Call Type. Open Call Types, choose the type you want to edit, and use Call Notes Instructions.

Call Notes capture what happened in the current call. Use Call Scorecard instructions to evaluate how you conducted it.

Steps

1. Describe the kind of call

Put your methodology and the purpose of this Call Type in Background, which also informs Call Guidance and Call Scorecard. Keep the instructions about note content in Call Notes Instructions.

For a weekly coaching check-in, Background might say: "These calls review progress on the client's chosen goal, explore obstacles, and agree on a manageable plan for the next week."

Write instructions that apply across appointments using this Call Type. Avoid putting one client's circumstances or commitments into these shared instructions.

2. Name the information you want to keep

Choose a few useful section headings and explain what belongs in each. Call-E uses your main categories to organize the notes; questions beneath them guide what to capture, rather than becoming a form with every question filled in.

These examples are starting points, not rules you have to copy:

Too vague or misleading	More useful instructions
"Write detailed notes."	"Use Progress, Obstacles, and Agreed Actions. Keep the specific examples and numbers discussed under each heading."
"Record every action item."	"For each agreed action, capture what will happen, who agreed to do it, and any timing stated. Distinguish a suggestion from an agreement."
"Fill every section, even if you have to infer the answer."	"Include only information supported by this call. Omit topics that weren't discussed and don't invent missing details."

Call Notes use the current transcript, with the call's context to clarify it. They do not use Client Memory, previous Call Notes, or CRM history to fill gaps.

3. Ask for readable detail

Request short bullets with one substantive point each. Name the details that matter, such as a stated deadline, a price discussed, or a client's reason for changing a plan.

"Keep it brief" can remove information you need. "Keep bullets short, but preserve agreed actions and timing" gives clearer guidance. Call-E already keeps the opening Summary short; use the sections for detail.

For example, suppose a fictional client, Alex, agrees to walk after lunch on Tuesdays and Thursdays, starting next week:

• Too vague: "Alex will exercise more."
• Useful: "Alex agreed to walk after lunch on Tuesdays and Thursdays, starting next week."

If the coach only suggested those walks, the notes should describe a suggestion, not an agreement.

4. Adapt this starter

This example is for a weekly coaching check-in. Change the headings and priorities to fit your calls.

Write factual notes from this call using these sections:

Progress: Capture changes the client reported, with specific examples or numbers when stated.

Obstacles: Capture difficulties discussed and the client's explanation of what made them difficult.

Agreed Actions: Capture what each person agreed to do and any timing stated. Distinguish suggestions from commitments. If an action was agreed but no timing was set, say that the timing was not agreed.

Use short bullets. Preserve important details without repeating them across sections. Omit topics without useful information from the call. Do not invent facts, commitments, or quotations, and do not grade the coach's performance.

5. Check the results on different calls

Save your changes, then review the next notes generated for this Call Type. For an existing appointment, regenerate the notes when that option is available.

Try a typical call and one where little was agreed. Check whether the notes preserve the important facts, distinguish suggestions from commitments, and avoid filling gaps with assumptions. Change one instruction at a time so you can tell what helped.

After it's done

Your saved instructions apply to future generations. Existing notes keep their previous content until regenerated. Review AI-written notes against the transcript when a detail matters; clearer instructions do not guarantee that every result is correct.

If something goes wrong

• The notes are generic. Name the details to preserve instead of adding words such as "thorough" or "insightful."
• The notes repeat themselves. Give each section a distinct purpose and ask for a fact to appear once, where it fits best.
• An action was invented or attributed to the wrong person. Check the transcript and speaker attribution first. Instructions cannot recover speech missing from the recording.
• Your changes aren't visible. Confirm the appointment uses the Call Type you edited and that you are reviewing notes generated after the change.

Related

• Set up a Call Type
• Write useful Call Scorecard instructions