{"id":1767,"date":"2025-11-09T23:56:47","date_gmt":"2025-11-09T23:56:47","guid":{"rendered":"https:\/\/www.ultrexstaff.com\/?p=1767"},"modified":"2025-11-09T23:56:47","modified_gmt":"2025-11-09T23:56:47","slug":"ai-prompts-how-to-use-plaud-ai-to-summarize-conversations-and-calls","status":"publish","type":"post","link":"https:\/\/www.ultrexstaff.com\/?p=1767","title":{"rendered":"AI Prompts: How to use Plaud AI to Summarize conversations and calls"},"content":{"rendered":"\n<h1 class=\"wp-block-heading\">How to Use Plaud AI to Generate Recap Emails from Call Recordings (Andrae\u2019s Style)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udccc Overview<\/h2>\n\n\n\n<p>This guide shows how to leverage&nbsp;<strong>Plaud AI<\/strong>&nbsp;in combination with a custom prompt (crafted using GPT or Gemini) to transform call recordings into friendly, customer-facing recap emails \u2014 tailored to the warm and accessible tone we use at Ultrex IT. If you\u2019re already using GPT to match your email writing style, this will feel like magic. \ud83d\ude42<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83e\udde0 Step 1: Train GPT (or Gemini) to Write Like You<\/h2>\n\n\n\n<p>Before using Plaud AI, ensure that your LLM of choice (e.g., GPT-4 or Gemini) understands your writing voice. If you\u2019ve already done this, skip to Step 2.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">\ud83d\udcac Recommended Prompt to Train GPT:<\/h3>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cI\u2019m using Plaud AI to help summarize call recordings of my meetings, and I\u2019d like to create a prompt template that helps summarize those calls into recap emails in the same way that I\u2019ve had you remember how I write. What would you recommend prompting this AI tool with to help it summarize and recap in my style?\u201d<\/p>\n<\/blockquote>\n\n\n\n<p>GPT will likely return something like the below \ud83d\udc47<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udcdd Example Plaud AI Prompt Template (Andrae\u2019s Recap Email Style)<\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Please summarize the following meeting transcript into a warm, friendly recap email in the style of an IT specialist at a small MSP. The email should:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Start casually, with a greeting like \u201cHowdy [Name]!\u201d or \u201cHey there, [Name] :)\u201d<\/li>\n\n\n\n<li>Include a quick summary at the top, clearly and casually stating what the meeting covered.<\/li>\n\n\n\n<li>Break down key points into bullet-style notes, using plain language, occasional smiley faces, and a warm, supportive tone.<\/li>\n\n\n\n<li>Highlight decisions made, tasks assigned, next steps, or anything the client should be aware of.<\/li>\n\n\n\n<li>Make technical parts accessible without overexplaining.<\/li>\n\n\n\n<li>End with a warm, appreciative closing, such as:\n<ul class=\"wp-block-list\">\n<li>\u201cIf you have any questions or concerns, please do let us know! We\u2019ve got your back :)\u201d<\/li>\n\n\n\n<li>\u201cThanks again for all that you do. We\u2019re here and ready to serve :)\u201d<\/li>\n\n\n\n<li>\u201cHope this helps! Enjoy the evening!\u201d<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Avoid sounding stiff or overly formal. Use light, friendly phrasing like \u201clooks like,\u201d \u201csounds like,\u201d or \u201cjust a heads-up.\u201d<\/li>\n<\/ul>\n\n\n\n<p>Generate the email as if you&#8217;re writing on behalf of Andrae, summarizing a call for a client after a tech session or planning chat.<\/p>\n<\/blockquote>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">\u2728 Example Output Structure (Auto-Generated by Plaud)<\/h2>\n\n\n\n<p><strong>Subject<\/strong>: Quick Recap from Our Chat Today \ud83d\ude42<\/p>\n\n\n\n<p>Howdy [Name]!<\/p>\n\n\n\n<p>Just wanted to send over a quick recap of our conversation earlier \u2014 here\u2019s what we covered:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Looks like the email forwarding issue is resolved now \ud83c\udf89<\/li>\n\n\n\n<li>We\u2019ll go ahead and reassign the license next week once the new user is set up<\/li>\n\n\n\n<li>Sounds like you\u2019ll touch base with your alarm vendor about the line being used<\/li>\n\n\n\n<li>Just a heads-up: that shared folder might still sync a few extra copies \u2014 let\u2019s keep an eye on it<\/li>\n<\/ul>\n\n\n\n<p>If anything comes up or if you need help in the meantime, we\u2019re here and ready to serve \ud83d\ude42<\/p>\n\n\n\n<p>Hope this helps!<br>\u2014 Andrae<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udce5 Step 2: Download Your Call Recording<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Visit the\u00a0<a class=\"\" href=\"https:\/\/login.ringbyname.com\/#!\/auth\/login\">RingbyName OX Web Portal<\/a><\/li>\n\n\n\n<li>Click your\u00a0<strong>User Dropdown<\/strong>\u00a0(upper right) \u2192\u00a0<strong>System Administration<\/strong><\/li>\n\n\n\n<li>Go to\u00a0<strong>Reporting &amp; Analytics<\/strong>\u00a0\u2192\u00a0<strong>Advanced Reporting<\/strong><\/li>\n\n\n\n<li>Adjust filters or hit\u00a0<strong>Search<\/strong>\u00a0to list calls<\/li>\n\n\n\n<li>Click the\u00a0<strong>MP3 icon<\/strong>\u00a0next to your recording to download<\/li>\n<\/ol>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udd01 Step 3: Upload to Plaud and Generate the Summary<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to\u00a0<a class=\"\" href=\"https:\/\/app.plaud.ai\/\">https:\/\/app.plaud.ai<\/a>\u00a0and log in<\/li>\n\n\n\n<li>Click\u00a0<strong>Import<\/strong>\u00a0to upload your audio file<\/li>\n\n\n\n<li>Once uploaded, click the entry \u2192 choose\u00a0<strong>Generate<\/strong>\u00a0\u2192 then\u00a0<strong>View All<\/strong><\/li>\n\n\n\n<li>Scroll to\u00a0<strong>Custom Summary Templates<\/strong><\/li>\n\n\n\n<li>Create a new template, paste in the prompt above<\/li>\n\n\n\n<li>Run the summary!<\/li>\n<\/ol>\n\n\n\n<p>Happy prompting \ud83d\ude42<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to Use Plaud AI to Generate Recap Emails from Call Recordings (Andrae\u2019s Style) \ud83d\udccc Overview This guide shows how to leverage&nbsp;Plaud AI&nbsp;in combination with a custom prompt (crafted using GPT or Gemini) to transform call recordings into friendly, customer-facing recap emails \u2014 tailored to the warm and accessible tone we use at Ultrex IT. [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[97,98],"tags":[],"class_list":["post-1767","post","type-post","status-publish","format-standard","hentry","category-it-processes","category-it-knowledge-base-articles","post-preview"],"_links":{"self":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1767","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1767"}],"version-history":[{"count":1,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1767\/revisions"}],"predecessor-version":[{"id":1768,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1767\/revisions\/1768"}],"wp:attachment":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1767"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=1767"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=1767"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}