Managing document templates

Use Settings → Document templates to maintain reusable content and folder structures for employee profiles. A template defines the starting content; a person’s generated document is a separate record. You need permission to manage Document templates settings. By default only administrators have it; a manager needs the Document templates setting added to their role. Being able to upload files or edit people does not grant template-management access.

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Create and organise a template

Use a row’s actions to Edit details, add a document inside a folder with Add inside, or change the order with Move up and Move down. Folder templates organise documents; they have no body to write. With contracts enabled, opening a person’s Documents area adds missing template folders. Document templates do not automatically create a document for everyone: select one when generating a document or preparing an onboarding.

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Import content and insert variables

In the editor’s … menu, choose Import for a Word .docx or text-based PDF. Content is inserted at the cursor, so place it where you want the imported text. Review the wording and layout afterwards. PDF imports use Begin AI. If AI is disabled, use a Word document or write the content directly. PDFs must be no larger than 15 MB and 60 pages, and must contain selectable text. Scanned images cannot be imported as text. Use Insert variable to place a value from the person, employment record or workspace into the template. Recognised placeholders in imported content become variable chips. Check each variable instead of leaving sample names or pay figures in reusable content.

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Test the result for a person

Testing also needs permission to read people. If you can edit templates but cannot see Test template, ask your administrator to check that access. Private fields, such as bank details and national IDs, also need View private details for the selected person. Without it, the preview leaves those fields out, including whether they are filled or missing. Choose … → Test template, select an Employee and an Effective date. Check Resolved variables, Missing variables and Body preview. The date matters for employment and pay values that change over time. Missing variables identify where information must be supplied. Update the relevant record and check again. Testing previews the result; it does not generate a document or send anything for signing. A template without variables reports that there are none to test.

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Review changes or remove a template

Choose … → View history to see who changed the content or details. A history entry with a captured version opens a read-only preview. Older entries without a captured version cannot show that content; viewing history does not restore it. Deleting a folder template also deletes its child templates. Existing employee documents created from those templates are not affected. Check onboarding defaults afterwards if they used a removed template. Editing a template does not rewrite an already generated or signed contract. Make the required change to the person’s document or generate a new one, then follow the signing process for that document.

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