Sharing templates with your organization
Admins can now share note and letter templates with their entire organization in one click. Every clinician gets instant access to your standardized templates; no copying, no emailing files, no outdated versions. Update a template once, and everyone stays in sync.
Standardize documentation across your whole clinic — in one click.
Keeping documentation consistent across a team used to mean emailing template files around and hoping everyone used the latest version. With Template Sharing, admins build a template once and share it with the entire organization instantly.
- Consistency by default — every clinician documents to the same standard, from SOAP notes to referral letters.
- Always current — update a shared template and the change reaches everyone immediately. No stale copies.
- Zero onboarding friction — new clinicians see your organization's templates the moment they log in, and can set one as their default.
- You stay in control — shared templates are read-only for clinicians, and admins can stop sharing or update them anytime.
Less time formatting, fewer errors from outdated templates, and documentation your whole organization can rely on.
Who can do what
| Action | Admin | Clinician |
|---|---|---|
| Create custom templates | ✓ | ✓ (personal only) |
| Share a template with the organization | ✓ | — |
| Use a shared template / set it as default | ✓ | ✓ |
| Edit or delete a shared template | ✓ | — (view only) |
Share a template (admins)
- Go to the Templates page.
- Under Custom templates, find the template you want to share.
- Click the ⋮ (more options) menu on the template row.
- Select Share with organisation.
The template moves to the top of the list and shows a Shared badge. All clinicians in your organization can now see and use it.
Note: Only admin-created templates can be shared. Admins can see and manage templates created by other admins in the organization.
The template menu
Clicking ⋮ on one of your templates gives you these options:
- Update template – edit the template's name and content. For shared templates, changes apply for everyone.
- Share / Stop sharing – make the template available to the whole organization, or remove access.
- Set as default – make this template your personal default for new notes or letters. Your default shows a Default badge.
- Delete – permanently remove the template. Deleted templates can't be recovered.
Stop sharing or delete a shared template
Select Stop sharing or Delete from the ⋮ menu and confirm. Both actions immediately remove clinicians' access, so you'll see a confirmation warning first.
If a clinician had that template set as their default, they're notified the next time they sign in and their default automatically reverts to the standard SOAP template. They can pick a new default anytime from their Templates page.
Using shared templates (clinicians)
Templates your admin has shared appear in your Custom templates section, with your organization's name listed as the creator. From the ⋮ menu you can:
- View template – see the template's content. Shared templates are read-only; contact your admin to request changes.
- Set as default – use this template by default for new notes or letters.
You can also favorite any template (star icon) to keep it handy, and still create your own personal templates, which only you can see.
FAQs
Can clinicians share templates with each other? No. Only admins can share templates organization-wide. Clinicians' own templates are private to them.
Does setting a default affect other users? No. Defaults are personal — each user chooses their own.
Can Tali's built-in templates be shared or deleted? Built-in Tali templates are already available to everyone and can't be deleted. You can Customize one to create your own editable copy.
What happens to notes already written with a template that's unshared or deleted? Nothing — existing notes are unaffected. The template just can't be used for new notes.