Prepare your Paperless Templates

Transform your HR document management with Employment Hero’s template creation feature. Say goodbye to repetitive document drafting and manually filling in employee details. The template management feature allows you to create and customise employment contracts and other HR documents with ease, ensuring your records are complete and accurate.

How to Prepare

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

Watch this short video, or follow the step-by-step instructions below.

Instructions

When preparing your paperless templates, you have two options. You can use the PDF Editor to create a template based on an existing PDF, which is best for documents with simple variables such as names and addresses. You can also use the Advanced Editor to create a template from scratch, which is recommended for documents with more complex variables such as role descriptions or variable paragraphs.

Preparing your paperless templates using the basic PDF Editor

Available for the following EmploymentOS plans: Lite, Plus, Unlimited
Available for the following HR Classic plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin 

1. Log in to Employment Hero.
2. Select Compliance.
3. Select Document Templates.
4. Choose a template name and type.
5. Select the appropriate signature logic and template type.
6. Select Basic.
7. Upload your PDF by selecting a file or dragging and dropping it.
8. Identify blank areas where variable fields such as names, addresses, and dates will be added.
9. Add a Dynamic Field (for example, text, date, or dropdown).
10. Add Employee Fields to personalise the document for each employee.
11. Drag and drop fields into the relevant locations.
12. Add Recipient and Sender signature fields if required.
13. Preview the document to check alignment.
14. Select Save.

Tip

You may need to adjust the original document to allow space for variable fields. The PDF editor supports only Times New Roman, Helvetica, and Courier fonts. Using one of these fonts will help ensure consistent formatting.

Preparing your paperless templates using the Advanced Editor

Available for the following EmploymentOS plans: Plus, Unlimited, Essentials, Engage, Elite, HR + Managed Payroll
Available for the following HR Classic plans: Premium, Platinum
Available for the following user access levels: Admin 

1. Select Compliance.
2. Select Document Templates.
3. Choose a template name and type.
4. Select the appropriate signature logic and template type.
5. Select Advanced.
6. Type your document using the formatting options in the top bar.
7. Select Save when finished.

Formatting options

Variables: Use the T-shaped icon to insert variables that will be personalised each time the document is issued.

You can search for variables and select Use to add them to the document.

Sections: Use the sections icon to insert breaks and spacing between content areas to improve readability.

Blocks: Use the cube icon to create customisable sections within your document.

• Identify sections that may need to vary depending on the situation.
• Write out each variation.
• Create a block for each variation.
• Use the same block name for linked variations to keep them grouped.
• Mark blocks as optional if only one variation should be selected during document issuance.

Tip

If you already have a similar template, you can save time by using the Clone feature instead of starting from scratch.

Next Steps

When onboarding a new employee, you can choose from Employment Hero’s pre-made templates or templates you’ve created yourself. For existing employees, simply open their employee file and issue documents from the HR Documents section.