Managing Your Templates
Your template library lives at Templates in the left sidebar. Here you can create new templates, edit existing ones, duplicate global templates, and keep your library organized.
Creating a New Template
Open the Templates Page
Click Templates in the left sidebar.
Click "Create Template"
On desktop, click the Create Template button in the top right.
On mobile, tap the + button at the bottom of the screen.
Fill In the Details
- Title — Give your template a clear name (e.g., “Initial Assessment”, “Weekly Progress Note”)
- Description — A short summary of what this template is for (optional but recommended)
Choose the Template Type
Template type says what the template is for:
| Type | Use it for |
|---|---|
| Session note | Documentation you write yourself |
| Intake form | Background you collect before you start |
| Consent form | Terms the client reads and signs |
| Worksheet | Something a client completes between sessions |
The type groups the template in your library and drives the purpose filter. It does not by itself decide who can fill the template in.
Decide Whether Clients Can Fill It In
Send to clients is the switch that turns a template into a form.
- Off — For your own notes only. The template is yours to write in.
- On — Clients can fill this in from a link. The template appears when you send a form, and carries a Sendable badge in the library.
A sendable template needs question fields, not just text. Add them from the editor toolbar — a form with nothing to answer cannot be sent, and this is the single most common reason a template does not appear in the send list.
Once the template is saved, a Send this automatically when… section appears below, where you can have it sent on its own. See Form automation.
Write the Template Content
Use the rich text editor to build your template structure. You can:
- Add headings to organize sections (e.g., “Presenting Issues”, “Session Goals”, “Interventions Used”)
- Use bullet points or numbered lists
- Add tables for structured data
- Apply bold, italic, or underline formatting
- Add checkboxes for review items
Think of this as a blank form you’ll fill in differently for each client session.
[Screenshot: Rich text editor with example clinical note structure]
Save the Template
Click Save when you’re done. Your template will appear in My Templates.
Editing a Template
- Go to Templates in the sidebar
- Find the template you want to update (use the search bar if needed)
- Click the ⋯ menu icon on the template card
- Select Edit
- Make your changes in the editor
- Click Save
Only My Templates can be edited. Global Templates are read-only — copy them first to make changes.
Duplicating a Template
Duplicating is the easiest way to:
- Create a variation of an existing template
- Copy a Global Template to customize it
To duplicate:
- Click the ⋯ menu on any template card
- Select Duplicate
- A copy is saved to My Templates with “(Copy)” added to the title
- Open the copy and edit it as needed
Deleting a Template
- Click the ⋯ menu on the template card
- Select Delete
- Confirm the deletion in the dialog
Deleting a template is permanent and cannot be undone. Clinical notes already written using that template are not affected — they remain in the client’s record, and neither are forms already sent: a client part-way through one can still finish it.
If an automation rule sends the template you deleted, the rule pauses itself rather than failing quietly. You’ll find it on the Form automation page with the reason shown.
Searching & Filtering Templates
The search bar at the top of the Templates page searches by template name and description.
There are two independent sets of filters, and they combine.
By purpose — what the template is for:
| Filter | Shows |
|---|---|
| All | Every template |
| Intake forms | Templates typed as intake |
| Consents | Templates typed as consent |
| Worksheets | Templates typed as worksheet |
| Session notes | Templates typed as note |
By source — where the template came from:
| Filter | Shows |
|---|---|
| All | Both My Templates and Global Templates |
| My Templates | Only templates you’ve created |
| Global | Only system-provided templates from AyloCare |
To see everything you can send a client right now, filter by Intake forms or Consents and look for the Sendable badge.
You can also sort the library by Recent or A–Z.
Tips for a Good Template Library
- Keep names specific — “Initial Assessment – Adults” is clearer than “Assessment”
- Add a description — Future you will thank present you for explaining what each template is for
- Start with Global Templates — Browse the ready-made library first; there may already be one that fits your needs
- Build gradually — Start with 3–5 core templates and add more as your practice evolves
- Set the type honestly — It costs nothing and makes the purpose filter useful instead of decorative