Getting started with the advanced template editor via the HR platform

Glossary

Template to document flow

First up, let us cover the flow of how to turn a template into a document:

  1. First, build a template.
  2. Next, when issuing an HR doc to personnel, select the required templates.
  3. Next, you can tailor your document to each recipient depending on how you set up the template, i.e. variables automatically populated and removing optional block groups that do not apply.
  4. Get signatures electronically and track in reports.

Template types 

Next, we will look at the different template types because the one you select determines which users can sign the documents you send through. The signatories able to sign each document are:

  • HR documents: Single signatory, i.e. only the sender.
  • Employee contracts: Dual signatories, i.e. sender then recipient.
  • Contractor contracts: Dual signatories, i.e. sender then recipient.
  • Other HR documents: Dual signatories, i.e. sender then recipient.
  • Policies: We do not provide a signature for this template type, but acknowledgement can be tracked. You can manage these documents via the Policy feature.
  • Knowledge base: No signature.
  • Factsheets: No signature.

Creating templates

When building your organisation's templates via the Advanced template editor, you have two options:

  1.  Build from scratch: Recommend order of building from scratch is that you first write your content, save your changes, then add in variables, save the changes, then organise your blocks, format the next, and lastly add in your sections.
  2. Cloning: You can clone either one of your existing templates or an Employment Hero provided template and make the required edits.

Important

The Cloning feature is available on premium and platinum plans only. 

Editing tools

We built the HR documents feature from the ground up to provide you with a wide variety of editing tools that allow you to send personalised documents to your employees. Our editing tools fall under two categories:

To read further information on our editing feature you can refer to the Variables, Blocks, Sections and Tables articles in our HelpCentre.

Block groups

Block groups allow you to customise what statement or clause appears within your document. It does this by providing you with a selection of text blocks, allowing you to choose the most appropriate one to include in the document. For example, within salary increase letter, you will need to select if the employee is on a pro-rata, per annum or hourly rate; block groups allows you to select the text that best matches the change.  

Important

The block groups available for an administrator to use depend on the block groups assigned during the document creation process, undertaken via our template management feature. For further information on how to manage block groups using the template manage feature, refer to the following article.

Variables engine

The variables engine allows you to personalise specific fields within the document, such as:

  • Auto-populating fields: This feature auto-fills details such as the employee's name, address, salary details, and business details such as company name and job title.
  • Date picker: This feature provides you with a calendar where you can select a date to add to your organisation's document.
  • Free text fields: This feature allows you to enter a string of text into the document, so this could be the extra duties an employee needs to do or a list of changes to their role.
  • Drop-down fields: Provides options when issuing a document for the sender, i.e. Pay cycle = Daily, Weekly, Fortnightly, Monthly.

The different colour of the variables helps you distinguish between auto-populated fields and those requiring edit/attention. We include colour-coded cues for the variables. At the document issuing stage, we will show them in pink when they require editing and will change them purple once acknowledged. Auto-populated variables are purple from the beginning and even if edited, will populate with the appropriate data field.

Important

The variables available for an administrator to use depend on what the creator assigned during the template creation process. For further information on how to manage variables using the template management feature, refer to the following article.

Authorising signatory

An authorising signatory is the person who has the right to sign off on employee contracts and HR documents within your organisation. This person is the one responsible for reviewing the content, is correct, signing the document, and then sending this onto the intended recipient.

The Authorising Signatory feature allows you to nominate this role within your organisation and then have them input their signature into the HR platform. The platform also allows you to assign employees with sending authority, i.e. these employees can sign contracts for the authorising signatory. You can read more on the Authorising Signatory feature in the following article.

Important

Only one user can store their digital signature within the HR platform.

Sending signatory flow

Lastly, if your document needs signing by another user, i.e., your organisation would prefer someone else to sign off on signature documents rather than the Authorising signatory. Then, you can use the Sending Signatory drop-down to select the document signer within our HR Documents feature.

Sending signatory workflow.
  1. In the Sending Authority drop-down, select the required employee.
  2. Complete the rest of the contract as normal.
    Signatory.jpg
  3. The sending authority will receive an email, where they can click the Here button to take them to the contract, the needs reviewing, and approval granted.HR_Documents_9.jpg
  4. The sending authority will sign the contract in the Signature field.

    Important

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  5. The sending authority will then click the Sign and Accept button.
    HR_Documents_10.jpg
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