Templates
Templates let you create repeatable note and document formats in Apollo. Use them when you often need the same headings, sections, or wording style.
Review all AI-generated template content before saving, copying, exporting, or adding it to a clinical record. Templates help Apollo follow a structure, but you are still responsible for confirming that the final note or document is accurate.
Open Templates
Open Templates from the sidebar to view your template list.
The Templates page shows:
Template: the template name.
Source: Editor for templates you build in Apollo, or Word document for imported Word templates.
Last Updated: when the template was most recently changed.
Select + Note on a row to create a note from that template, or open the ... menu to edit or delete it. You can search templates by name. Use the Sort menu to change the list order. Available sort options include:
Name A-Z
Name Z-A
Recently updated
Oldest updated
Apollo remembers your selected template sort preference for future visits.
Create a Template From Scratch
To create an editor template:
Open Templates from the sidebar.
Select Create.
Enter a template name.
Add optional instructions for Apollo.
Add note sections.
Add subsections under each section, if needed.
Drag sections to reorder them.
Select Save.
Name the Template
Use a clear name that describes the document or note format. Examples:
Treatment Plan
Intake Summary
Couples Session Note
Discharge Summary
School Consultation Note
The template name appears on Home, the Templates page, and the note editor.
Add Template Instructions
Use Instructions for short guidance that applies to the whole template.
Helpful instructions are specific and brief. For example:
Write in concise clinical language.
Use “client” instead of the client’s name.
Include progress toward treatment goals when discussed.
Use common therapy abbreviations when appropriate.
Avoid long or conflicting instructions. Very long instructions can make the generated note less reliable.
Add Sections and Subsections
Editor templates are built from sections and optional subsections.
A section is a main heading in the generated note. Each section includes:
Heading: the section name.
Description / Additional Instructions: guidance for what Apollo should include in that section.
A subsection is a smaller field under a section. Use subsections when you want Apollo to fill specific parts of a section separately.
For example, a treatment plan template might include:
Presenting Problem
Goals
Objectives
Interventions
Plan
Keep section descriptions practical. Tell Apollo what belongs in the section, not every possible way the section could be written.
Reorder or Remove Sections
Use the drag handle beside a section to move it up or down.
Use the delete icon beside a section or subsection to remove it. Apollo asks you to confirm deletion when the section already has content.
Use an Editor Template
You can start a note from an editor template in two places:
From Home, select the template tile.
From Templates, select + Note next to the template.
Apollo opens the note creation page with that template selected. Choose your input method, add the session summary, dictation, upload, or recording, then generate the note.
After generation, review the note in the editor. You can edit the text, copy it, or save it like other Apollo notes.
Edit a Template
To edit a template:
Open Templates.
Find the template.
Open the ... menu on the row and choose Edit template.
Make your changes.
Save the template.
Editing a template changes future notes created from that template. It does not automatically rewrite notes or documents you already generated.
Delete a Template
To delete a template:
Open Templates.
Find the template.
Open the ... menu on the row and choose Delete template.
Confirm the deletion.
Deleting a template cannot be undone. Notes you already saved remain available, but the deleted template will no longer be available for new notes.
Template Tips
Templates work best when they are focused and easy to review.
Helpful habits:
Use a separate template for each major documentation format.
Keep AI instructions short and specific.
Use section names that match the final note or document.
Review generated content before copying, saving, or exporting.
Update templates when your documentation requirements change.
Avoid using templates that force Apollo to infer information that was not included in the current note input. The current session summary, dictation, upload, or recording should still include the clinically relevant details Apollo needs for the note.
Ask Apollo to open a template
You can ask Apollo to open a new note using a template by name. For example, “Open a new note with my Group Therapy Note template.” Add your session information and select Create Note when you are ready.