Transform your HR document management with Employment Hero's template creation feature. Say goodbye to repetitive document drafting and filling in employee details on a case-by-case basis. Our template management feature allows you to create and customise employment contracts and other HR documents with ease, ensuring your records are always complete and accurate.

How to Prepare

• Gather all your existing employment contracts and any other HR documents that you frequently send.

Watch this quick video, or read the step-by-step instructions provided below.

 

Instructions

When preparing your paperless templates, you have two options available. Firstly, you can use the PDF Editor to create your template based on an existing PDF, which is best suited for HR documents that have basic variables like name and address. Secondly, you can use the Advanced Editor to create your template from scratch, which is recommended for HR documents with more complex variables like position descriptions or paragraphs of text that may vary from one document to another.

Preparing your Paperless Templates using the PDF Editor

1. To get started, select the Compliance.
2. Select Document Templates from the menu.
3. Choose a template name and type that best fits your needs.
4. Choose the signature logic and template type that matches your needs for this HR document.
5. Then, select Basic to begin the process of adding your own document to the template.
6. You can either select the PDF from your files, or drag and drop it into the designated area.

7. Locate the empty spaces where you will add your variable fields. These will typically be blank areas where information such as names, addresses, and dates will need to be added.
8. Choose a Dynamic Field such as a text field, date field, or drop down menu to use as your variable.
9. You can also choose Employee Fields which are placeholders that will be personalised every time you send this document to an employee.
10. Insert the appropriate variable field by dragging and dropping the selection into the space.
11. Add the Recipient/Sender Signature at the bottom of the document when necessary.
12. Ensure your variable fields are properly aligned with the rest of your text by selecting the preview button. 
13. When you’re finished with your document, select Save. 

Preparing your Paperless Templates using the Advanced Editor

1. To get started, select the Compliance.
2. Select Document Templates from the menu.
3. Choose a template name and type that best fits your needs.
4. Choose the signature logic and template type that matches your needs for this HR document.
5. Then, select Advanced to begin the process of creating your template.
6. Start typing your HR document. Use the top bar where you will find options to assist in formatting your document.
7. When you’re finished with your document, select Save.

Here are some formatting options you can use when creating your document:
 

Variables: The T-shaped icon in your top bar will allow you to add variables. Variables are placeholders that will be personalised every time you send this document to an employee.

You can select the variables you want to add by scrolling through the list of typing relevant terms into the search bar. Select Use to add to the document. 

Sections: The icon with two rectangles in your top bar will allow you to add sections. Sections can be a helpful editing feature when creating your document, as they allow you to create a break in the text and add designated space between specific sections of information to improve the readability of your document.
 

Blocks: The cube-shaped icon in your top bar will allow you to add blocks. Blocks are a feature that allows you to customise your contracts every time you send them. Here's how to use them:

• Identify the sections in your document that may need customisation based on different situations.
• Type out the different options for each section.
• Highlight each section and use the cube-like icon to create a block.
• If you create multiple blocks that are linked to one another, use the same name for consistency.
• If you select the "Optional" checkbox, the content within the block will be included as an optional section in the document when it's issued. During the document issuance process, you can only select one optional block to remain in each section.