"How do I create document templates?" by Hero Academy training

What are document templates?

You can use the custom content management feature to create time-saving HR document templates such as employment contracts or letters of offer. Upload your PDF documents and drop in variables (such as employee name, sender and recipient signatures) to build bespoke document templates that streamline the sending, tracking and signing of your in house HR contracts, letters, and other documents.


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READ: Step-by-step articles

  1. Custom variables.
  2. Types of templates.
  3. Creating a PDF template.



Why create a template?

A template is the base structure you would use when creating an employee contract, letter or other documentation. Instead of creating one template per employee, the HR platform allows you to create one template per organisation and then use variables to customise it based on each individual employee.

What are variables?

Variables allow you to tailor HR documents based on the employees being sent the document via the Issuing Documents feature. First name, last name, job titles, and pay details are some of the most common variables used and act as placeholders in your templates. When you send a document using a template with variables, the variables will pull information from the employee’s file to complete the document.

How do I upload templates?

When you are creating a document in Word or elsewhere, you can leave spaces or blanks where you wish to add variables, you will then need to save the document as a PDF. Once you have your PDF, you can upload it into the platform, drop in your variables, and it will be available to you in your suite of content to use with your staff.

What types of templates can you create?

When you create a template, you will need to choose from one of the following template types.

  • Employment Contracts: Requires sender and recipient signatures.
  • HR Documents: Requires only a sender signature.
  • Other HR Documents: Requires a sender and recipient signature
  • Policies: No signatures
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