AI Fills turns captured meeting conversations into structured content that teams can use across Rocketlane. Instead of manually reviewing a transcript and rewriting the same information, users can generate summaries, follow-up emails, action items, project updates, documents, and internal notes from one or more meetings.

This article explains how to create AI Fill templates and use them in project updates, documents, and chat.

How AI Fills works

An AI Fill combines three elements:

1. A captured meeting or set of meetings.
2. An AI Fill template that defines what information should be generated.
3. An output location, such as a project update, document, or chat message.

Meeting recordings can come from any configured Meeting Intelligence source:

• Gong
• Zoom
• Microsoft Teams
• Google Meet
• Rocketlane AI Notetaker

Multiple recording sources can operate at the same time. Users do not need to choose one account-wide recording method before using AI Fills.

Before you begin

Ensure that:

• Meeting Intelligence and AI Fills are enabled for your Rocketlane account.
• At least one recording source has been configured.
• The meeting you want to use has been captured and processed by Rocketlane.
• You have access to the relevant project, document, update, or chat.
• You have permission to create or manage AI Fill templates if you need a custom template.

Meeting pages are available for all captured meetings. Whether AI Fills can process an internal-only meeting depends on the meeting scope configured under Settings > Meeting Intelligence > AI Fills.

AI Fill template types

Rocketlane provides built-in AI Fill templates and allows eligible users to create custom templates.

An AI Fill template can generate one of the following types of content:

Create a custom AI Fill template

Custom templates allow you to define the information Rocketlane should generate from selected meetings.

Step 1: Open AI Fill Templates

1. Go to Templates.
2. Select AI Fill Templates.
3. Click New AI Fill Template.

A side panel opens where you can name and configure the template.

Step 2: Name the template

Enter a clear name that describes the expected output.

For example:

• Meeting minutes
• Customer pain points
• Implementation requirements
• Risks and blockers
• Decisions and next steps
• Customer action items

The template name appears in the AI Fill menu when users generate content.

Step 3: Choose the output type

Under Generate As, select Summary, Action Items, or Extract Information.

The available configuration changes based on the selected output type.

Configure a Summary template

Use a Summary template when the output should explain, condense, or organize information discussed during a meeting.

To configure it:

1. Select Summary under Generate As.
2. Describe what the AI should generate.
3. Select the desired tone.
4. Select the output format.
5. Review the instructions and create the template.

Summary instructions can ask Rocketlane to generate content such as:

• A summary of the customer’s requirements
• Key implementation risks
• Pain points and desired outcomes
• Decisions made during the meeting
• Next steps for the project

Depending on the options available, you can select a professional, neutral, or casual tone and choose between paragraph or list-based output.

Configure an Action Items template

Use an Action Items template to identify tasks, commitments, and follow-ups discussed during a meeting.

To configure it:

1. Select Action Items under Generate As.
2. Choose whose action items should be included.
3. Select how the action items should be grouped.
4. Create the template.

Depending on the available options, action items can be generated for:

• Internal team members
• Customer participants
• All meeting participants

They can be grouped by participant, company, or topic.

Configure an Extract Information template

Use Extract Information when you want Rocketlane to look for specific data points in a meeting transcript.

For example, you can ask AI Fills to identify:

• Requested integrations
• Expected launch timeline
• Preferred communication channel
• Selected product package
• Customer region
• Implementation complexity

You can configure the expected values in two ways.

Use choices from a project field

Select an existing single-select or multi-select project field. Rocketlane uses the choices configured for that field as the expected answers.

For example, if an Integrations project field contains Salesforce, Jira, HubSpot, and NetSuite, the template can check the meeting transcript for those values.

Where available, enable the option that allows AI Fills to generate a new choice when the transcript contains a relevant value that is not already configured.

Enter choices manually

Enter the expected choices directly in the AI Fill template. This is useful when you want structured extraction without using an existing project field.

Where available, you can allow AI Fills to return additional relevant choices found in the transcript.

Save the template

After configuring the template:

1. Review the template name, output type, and instructions.
2. Click Create.

The template becomes available in supported Rocketlane editors and can be added to project-update and document templates.

Use AI Fills in documents and project updates

You can insert an AI Fill directly while editing a document or project update.

1. Open the relevant project document or project update.
2. Place the cursor where the generated content should appear.
3. Type / to open the insert menu.
4. Select the required AI Fill template.
5. Select one or more captured meetings.
6. Add any additional context, if required.
7. Generate the content.
8. Review and edit the result before publishing or sharing it.

Additional context can include information that was discussed outside the selected meeting or instructions specific to the current update. Rocketlane considers this context while generating the output.

Use AI Fills in chat

AI Fills can also be inserted into supported Rocketlane chat conversations.

1. Open the relevant chat.
2. Type / to open the insert menu.
3. Select an AI Fill template.
4. Select the relevant meeting or meetings.
5. Generate the content.
6. Review the result before sending the message.

This is useful when you need to share a concise meeting summary, decisions, or next steps with internal team members or customers.

Add AI Fills to project update templates

You can add AI Fills to a project update template so that teams generate consistent meeting-based updates across projects.

1. Open the relevant project update template.
2. Place the cursor in the section where generated content should appear.
3. Type /.
4. Select an AI Fill template.
5. Repeat the process for each section that should use meeting content.
6. Save the project update template.

Built-in AI Fill templates can include:

• Meeting Summary
• Action Items
• Key Takeaways
• Next Steps
• Decisions Made

Custom AI Fill templates can be added in the same way.

Generate a meeting-powered project update

When a project update template contains AI Fills, it appears as a meeting-powered template when users create an update.

Step 1: Select a template

1. Open the relevant project.
2. Go to Project Updates.
3. Click New Update.
4. Select a template from the Meeting-powered templates section.

Step 2: Select meetings

Select one or more relevant captured meetings.

Meetings retrieved from Gong, Zoom, Microsoft Teams, or Google Meet can be available without the user connecting a calendar to Rocketlane. For meetings recorded by the Rocketlane AI Notetaker, the meeting host must have connected their calendar before the meeting so the notetaker could be scheduled.

You can also add information that was discussed outside the selected meetings. AI Fills uses this additional context when composing the update.

If the project update template includes regular text, links, task sections, or other content, those elements are included alongside the generated AI Fill content.

Step 3: Generate and review the update

1. Click Generate.
2. Wait for Rocketlane to populate the AI Fill sections.
3. Review the generated content.
4. Correct names, ownership, dates, and any other details that require confirmation.
5. Add or edit information where necessary.
6. Publish or send the project update.

If a meeting does not have a usable recording or transcript, you can continue creating the update manually.

Use internal meetings with AI Fills

AI Fills can process internal-only meetings when the corresponding setting is enabled by an administrator.

To enable internal meetings:

1. Go to Settings > Meeting Intelligence > AI Fills.
2. Enable internal meetings.
3. Save the configuration.

When this option is disabled, AI Fills processes customer meetings according to the account configuration. Meeting pages remain available for all captured meetings.

Review generated content

AI-generated content should be reviewed before it is shared with customers or used to update project records.

Check that:

• Participant names are correct.
• Action items are assigned to the correct people.
• Dates and commitments match the conversation.
• Customer requirements have not lost important context.
• Internal information is not included in customer-facing content.
• Additional context has been interpreted correctly.

Users can edit generated content before publishing, sending, or saving it.

Troubleshooting

No meetings are available for selection

Verify that:

• The meeting was captured by the Rocketlane AI Notetaker or a connected cloud source.
• The recording and transcript have finished processing.
• You have access to the relevant project or meeting.
• The AI Fills meeting scope allows the selected type of meeting.
• The meeting falls within the available meeting-selection period, if one is applied.

An internal meeting cannot be used with AI Fills

Ask an administrator to verify that internal meetings are enabled under Settings > Meeting Intelligence > AI Fills.

An AI Fill template is not visible

Verify that:

• The template was created successfully.
• You are using a supported editor or content area.
• You have access to the template.
• The template has not been removed or restricted.

Generated content is incomplete

Try the following:

• Confirm that the complete recording and transcript are available.
• Select all meetings relevant to the requested output.
• Add missing background information as additional context.
• Use a more focused AI Fill template.
• Rewrite broad instructions as one specific question or objective.

The extracted information did not update a project field

This is expected. Using a project field in an Extract Information template provides its configured choices to AI Fills. It does not automatically write the generated answer back to that field.

Frequently asked questions

Can one AI Fill use multiple meetings?

Yes. Where meeting selection supports it, you can select multiple captured meetings and generate one combined output.

Can AI Fills use meetings from different recording sources?

Yes. AI Fills can use captured meetings from Gong, Zoom, Microsoft Teams, Google Meet, and the Rocketlane AI Notetaker.

Do I need to connect my calendar before using AI Fills?

Not when the meeting was retrieved from a connected cloud source. Calendar connections are required for hosts using the Rocketlane AI Notetaker, not for general AI Fills usage.

Can AI Fills be used for internal meetings?

Yes, when internal meetings are enabled under Settings > Meeting Intelligence > AI Fills.

Does Extract Information update the selected project field?

No. The selected field supplies the choices used during extraction. AI Fills does not automatically update the field.

Can generated content be edited?

Yes. Review and edit the generated output before publishing, sending, or saving it.