Creating Custom Protocols

Optiverse provides multiple ways to create protocol templates, from fully AI assisted generation to complete manual control. Choose the method that matches your comfort level and how well defined your requirements are.

Getting Started

1. Go to the Protocols page in Optiverse
2. Click Create New Protocol

3. Choose your creation method

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Method 1: AI Powered Generation

Describe in natural language what type of meeting the protocol is for and what output you need. The AI assistant generates a complete template structure with sections, instructions, and appropriate output data types.

Example prompt:

I need a protocol for client onboarding calls. I want to capture the client's main goals, the agreed timeline, a table of deliverables with owners and deadlines, and any open questions that need follow up.

Attaching Reference Documents

You can attach PDFs to provide additional context to the AI. This is particularly useful when:

• You have an existing meeting template or form you want to replicate in Optiverse
• You have a CRM structure or documentation standard the output needs to match
• You want to provide examples of what good output looks like

The AI reads the attachment and uses it to understand your structure, terminology, and requirements, then builds the protocol accordingly.

After Generation

The AI generated protocol is a starting point. You can (and should) review each section and refine the instructions, adjust output types, add or remove sections, and tweak the global description. Most protocols reach their ideal state after 2–3 rounds of testing and refinement.

You can also continue modifying the protocol template inside the editor using natural language with the AI assistant on the right side of the screen. Simply describe what you'd like to change and the assistant will update the template accordingly.

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Method 2: Manual Build

Build your protocol section by section with full control over every aspect. Add sections one by one, defining the title, AI instructions, and output data type for each.

This method is ideal when you know exactly what structure you want and prefer to control every detail from the start.

Section Structure

Each section has three components:

Output Data Types

For each section, you choose an output format. This controls both what the user sees on the recording page and what data structure is sent to integrations.

Text. Free form text response. The AI writes a paragraph or short text answering your prompt. Best for meeting summaries, context descriptions, and decisions explained in prose.

Number. A single numeric value extracted from the meeting. Best for budget amounts, headcount figures, scores, or ratings. When you push protocol output to a CRM or external system, a numeric field requires a numeric value, not a sentence containing a number. The Number type ensures the data matches the expected input format.

Bullet Point (List). A structured list where each item is a discrete data point extracted from the meeting. Best for action items, key takeaways, discussion topics, and decisions. Each item includes an embedded link to its source in the transcript and video, so you can click any item to jump to the exact moment it was discussed.

List of Options (Predefined). A value selected from a list of options you define in advance, similar to a dropdown. Best for deal stage classifications, meeting sentiment, follow up priority, or any Yes/No/Maybe type output. If your CRM or task management tool has a dropdown field with specific allowed values, this type ensures the protocol output matches exactly, with no free text variations that would fail to map.

Global Description

The Description field at the top of the protocol applies instructions across ALL sections. Use it for rules that should be consistent throughout the entire summary.

Examples of global instructions:

• "Always normalize company names to their official spelling."
• "Use formal tone throughout. Output in English regardless of meeting language."
• "When referencing people, use their full name on first mention and last name only thereafter."

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Method 3: Template Library

Browse ready made protocol templates in the Protocol Gallery and add them to your workspace with one click. Each template is designed for a specific meeting type or use case.

After adding a template from the library, you can customize it to match your exact needs. Adjust sections, rewrite instructions, change output types, or add new sections.

This is the fastest path to a working protocol when a template exists for your use case.

Browse the Protocol Gallery →

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Choosing Simple vs. Deep Analysis

When creating a protocol, you choose between two processing modes:

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Configuring Your Protocol

Output Language

• Meeting language (default). The summary matches whatever language was spoken.
• Fixed language. Force output in a specific language regardless of meeting language.

Duplicating Protocols

Use the Duplicate button to create variants. For example, duplicate a protocol and change only the output language to create a French version of your English template.

Testing Your Protocol

1. Go to any existing recording
2. Select your new protocol from the dropdown
3. Click Generate to test it

If the output isn't what you expected, go back to the editor, adjust instructions, and regenerate. Iteration is normal, and most protocols reach their final form after 2–3 rounds.

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Tips for Better Protocols

• Be specific in your instructions. Instead of "summarize the meeting," write "extract the top 3 decisions made, including who made them and the reasoning discussed."
• Match output types to your integration needs. If a CRM field expects a dropdown value, use the predefined options type. If it expects a number, use the number type.
• Test on diverse meetings. A protocol that works for one meeting may need adjustment when applied to meetings with different participants, topics, or lengths.
• Use global instructions for consistency. Tone, language, naming conventions, and formatting rules belong in the global description.

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Protocol Examples

Quick Standup Protocol (Simple)

Sales Call Summary (Simple)

Client Meeting (Deep Analysis)