The variable library includes additional fields to help you automate document creation across all template types, including contracts, offer letters, compliance documents, and onboarding documents.

1. Log in to Employment Hero.
2. On the left-hand side menu, click on Compliance. 
3. Click on Template Library.
4. Navigate to the Document Templates editor.
5. On the template you wish to edit, click on Actions.
6. Click on Edit Template.
7. Open the Variable Picker (the letter T in brackets icon along the top bar).
8. You can select from and insert the following variables:
   • Organisation name
   • Logo
   • Employing Entity
   • Employee first name
   • Employee last name
   • Employee full name
   • Employee date of birth (Date)
   • Employee job title
   • Employee employment type
   • Employee salary
   • Employee probation length
   • Employee locations
   • Employee hours per week
   • Employee manager job title
   • Employee start date (Date)
   • Employee address line 1
   • Employee address line 2
   • Employee address city
   • Employee address state
   • Employee address postcode
   • Employee super percentage
   • Employee super amount
   • Employee salary incl super
   • Teams
   • Manager first name
   • Manager last name
   • Manager full name
   • Authorised signatory job title
   • Authorised signatory first name
   • Authorised signatory last name
   • Authorised signatory full name
   • Recipient Signature
   • Roster (Select)
   • Document Date
   • Contract type
   • Employee preferred name
   • Contractor trading name
   • Organisation address
   • Employee account email
   • Employee classification
   • Employee award
   • Drafter job title
   • Primary Cosigner Signature
   • Secondary Cosigner Signature
   • Tertiary Cosigner Signature
9. Click the variable to insert it into your document.

Depending on your organisation's region, you may have access to specific employment data fields. Global fields for work eligibility are also available.

1. In the Variable Picker, locate the Employee category.
2. For organisations in Australia and New Zealand, relevant regional fields appear in the picker.
3. For all regions, you can insert the following work rights details:
   • Passport number
   • Visa type
   • Visa start date
   • Visa expiry date
   • Visa notes
   • Work eligibility status

To save time when building templates, you can filter the variable list to show only the categories you need.

1. Open the Variable Picker in the template editor.
2. Locate the All categories dropdown menu below the search bar.
3. Select a specific category (such as Employee, Company, Profile Fields, Custom Variables, or Signatures) to view only those variables.
4. Use the Search bar and category filter together to narrow your results.

The variable picker provides a clearer distinction between organisation-level data and template-specific placeholders.

• Profile Fields: This section displays organisation-level custom HR profile fields, such as Department Code or Employee Badge Number.
• Custom Variables: This section displays manual placeholders created specifically for the current template.

Certain sensitive or specialised fields are currently out of scope for the variable library. These include:

• Tax File Numbers (TFN) and IRD Numbers
• Employee gender fields
• Financial-sensitive fields requiring further policy review