How do I create and manage document templates in Simployer One? 

Document templates allow you to create reusable documents for electronic signing. Instead of creating the same document every time, you can prepare a template once and use it in multiple signing processes. 

You can create your own templates from scratch or duplicate one of Simployer's ready-made templates and customize it for your organization. 

Before you begin 

• Only Owners and Admins can create and manage document templates.  
• Navigate to Documents → Document templates.  
• The Document templates page has two tabs you can switch between. One for your own templates, and one for Simployers templates.

How do I create a document template? 

To create your own document template: 

1. Navigate to Documents → Document templates.  
2. Click + New template.  
3. Enter a clear template name.  
4. Add the document content.  
5. Insert variables where employee information should be populated automatically.  
6. Preview the template if needed.  
7. Click Save.  

The template is now available when creating new signing processes. 

Tip 

Use descriptive template names, such as Employment Contract, Code of Conduct, or Remote Work Agreement, so users can easily find the correct template. 

What are document variables? 

Document variables are placeholders that automatically insert information from the target employee's profile into the document. 

Instead of manually entering information such as the employee's name or job title every time, the variable is replaced with the correct value when the signing process is created. 

Variables help ensure documents are: 

• Consistent  
• Accurate  
• Faster to prepare  
• Easier to maintain  

The available variables depend on the employee information stored in Simployer One. 

How do I preview a document template? 

Before saving a template, you can preview how the finished document will appear. 

The preview replaces variables with employee information so you can verify that: 

• Variables appear in the correct location.  
• The document formatting is correct.  
• The content looks as expected.  

Previewing templates helps identify formatting or variable issues before the template is used in a signing process. 

Edit a document template 

To edit a template: 

1. Navigate to Documents → Document templates.  
2. Open the template you want to edit.  
3. Make the required changes.  
4. Click Save.  

The updated template will be used for future signing processes. 

Important 

Editing a document template does not change signing processes that have already been created or sent for signing. Existing signing processes continue to use the version of the template that was applied when they were created. 

How do I use a Simployer template? 

Simployer provides a library of ready-made document templates that you can use as a starting point. 

To use one of these templates: 

• Navigate to Documents → Document templates.  
• Open the Simployer templates tab.  
• Locate the template you want to use.  
• Click Duplicate.  
• Enter a new template name.  
• Modify the content as needed.  
• Add or update variables if required.  
• Click Save.  

The duplicated template is saved under the My templates tab and can be used in your signing processes. 

Tip 

Duplicating a Simployer template allows you to customize it without changing the original template. 

What is the difference between My templates and Simployer templates? 

The Document templates page contains two template libraries. 

My templates 

This tab contains your organization's document templates. 

Templates in this tab can be: 

• Created from scratch  
• Duplicated from Simployer templates  
• Edited  
• Used in signing processes  

Simployer templates 

This tab contains templates provided by Simployer. 

These templates cannot be edited directly. 

Instead, duplicate a template to create your own editable version. 

Choose the right template name 

Choose template names that clearly describe the document's purpose. 

Examples include: 

• Employment Contract  
• Offer Letter  
• Probation Extension  
• Remote Work Agreement  
• Code of Conduct  
• IT Security Policy  
• Data Protection Policy  

Clear names make it easier for administrators and managers to select the correct template when creating a signing process. 

Best practices 

Tip 

Use variables wherever employee information should be inserted automatically instead of typing the information manually. 

Tip 

Preview every template before saving it to verify formatting and variable placement. 

Tip 

Duplicate Simployer templates instead of recreating standard HR documents from scratch. 

Important 

Changes to a document template only affect future signing processes. Existing signing processes continue to use the version of the template that was applied when they were created. 

FAQs 

Who can create document templates? 

Only Owners and Admins can create and manage document templates. 

Can Managers edit document templates? 

No. Managers can use existing templates when creating signing processes if they have permission, but they cannot create or edit templates. 

Can I edit a template after it has been used? 

Yes. However, your changes only apply to future signing processes. Existing signing processes are not updated. 

Can I create templates from scratch? 

Yes. You can either create your own template or duplicate one of Simployer's ready-made templates. 

Can I edit Simployer templates? 

No. Simployer templates cannot be edited directly. Duplicate the template first, then customize the copy. 

Where can I find duplicated templates? 

Duplicated templates are saved under the My templates tab.