In Sage HR, you can set up a standard document template and automatically generate documents based on employee data.

To enable this feature, you first need to create and upload at least one custom template.

Create a document template

You can create a template in Word or Google Docs and add placeholders. Sage HR then fills in those placeholders automatically using the selected employee’s details.

📎NOTE:

Sage HR replaces a missing or empty custom field with “________” in the Word document
Placeholders don’t work in headers or footers
Word documents must use the .docx format
Copying text into Microsoft Word keeps hidden formatting that can break placeholders. To fix this, open the document in Google Docs, then save it again as a Word file. Google Docs removes the hidden formatting so placeholders work correctly. For step‑by‑step instructions, see Placeholders formatting in Microsoft Word documents prevents placeholder formatting from working

Supported placeholders

{employee_full_name}
{employee_first_name}
{employee_last_name}
{employee_start_date}
{employee_position}
{employee_position_description}
{employee_position_code}
{employee_team} - name of the current team
{employee_direct_manager} - full name of the current direct manager, based on org chart.
{employee_address} - full address, all address fields combined.
{current_date} - today's date, useful for contracts
{previous_compensation_amount}
{current_compensation_amount}
{current_compensation_reason} - reason why compensation was changed

📌 TIP: You can also use any custom field you’ve created in Sage HR. Write the placeholder like this:

{custom_field_field_name}

Use lowercase letters only and replace any spaces with underscores.

Example:

{custom_field_tshirt_size}

Upload a document template

📎NOTE: If you don't have a template ready to upload yet, you must create a template first.

Click your name on the top right, then click Settings.
On the settings menu, click Employee data.
Click Document templates.
Click New template.
Enter a title and a description for your document template.
Upload a document template by clicking the upload box and selecting the file, or drag the file directly into the box.
Click Save.

The uploaded template shows in your Document templates settings.

Edit a document template

Click your name on the top right, then click Settings.
On the settings menu, click Employee data.
Click Document templates.
Click the pencil icon next to the template.
You can edit the following:
- Title
- Description
- Upload a new file
Click Save to save your changes.

Delete a document template

Click your name on the top right, then click Settings.
On the settings menu, click Employee data.
Click Document templates.
Click the trash can icon next to the template.
Click OK to confirm the deletion.

⚠CAUTION: This action is permanent.

Use a document template

Go to the employee's profile.
Click Documents on their profile menu.
Click Generate from template.
Select the document template you want to use from the dropdown list.
Click Generate document. A preview appears.
You can download a copy of the document. Click Download at the bottom of the preview.
Click off the preview to close the preview window and share the document with the employee.

Clicking Cancel will close the preview without sharing the document.

Create and send eSignature documents