An Introduction To Document Templates

Table of Contents

• Introduction
• Navigating The Document Template Page
• Preparing Content
• Contract Actions
  
• Contract Generation Options
• CV Templates
• Policy Templates
• Snippet Templates

✏️Introduction

Document Templates work alongside Onboarding and can be used to create and manage the following:

• Contracts: For creating offer letters and employment contracts.
• CV: For creating Tribepad Generated CV’s 
• Policies: For creating and storing internal policies.
• Snippets: Allows you to create individual snippets of text so you can vary the terms of a contract as & when needed.
  
  

Once you are ready to offer a job to your chosen candidate, you can send a contract of employment directly from the ATS. 

To create or manage templates, you must have the relevant permissions:

• Super Users: Full access to all areas and actions.
• Hiring Managers: Limited to specific jobs and actions.
  
  

Check your internal process for access permissions.

📃 Navigating The Document Template Page

Filters

• Contract: Main tab for employment contract templates.
• CV: Allows you to create your own Tribepad generated CV
• Policy: Used to store onboarding policies, though onboarding software also has a dedicated section for this.
• Snippet: Select this tab to manage text snippets.
  
  
  

Owner - Mine Only

Filter to view only templates you’ve created.

🖊️ Preparing Content

Before creating a contract or other template, you will need to prepare your content. To do this, you can use your own templates outside of the ATS, by copying text from an existing Word or Google document.

Consider including:

• Your company logo or header
  
  
• Images
  
  
• Links
  
  

You can create multiple templates and use:

• Document Variables to personalise content
  
  
• Document Snippets to customise contracts per candidate
  
  

Example:
Candidate 1 gets a company car, Candidate 2 does not. Use a snippet to include or exclude this clause as needed.

📝 Contract Actions

On the Contract tab, you can:

• Add a new contract: To do this, simply click the + button.
  
  
• View existing templates: Any templates will be listed here for you to view.
  
  

Each template shows:

• Template Name (e.g., Permanent/Full Time Toy Maker)
  
  
• Owner: Person who created it
  
  
• Variables: Number of placeholders used
  
  
• Icons:
  
  
  • ✏️ Pencil Icon = Edit
    
    
  • 👁️Eye Icon = Preview
    
    
  • 📋 Copy Icon = Copy
    
    
  • 🗑️ Bin Icon = Delete

📜 Contract Generation Options

There are two ways to generate a contract:

• Generate Contract:
  • Create, preview, and send a contract. The candidate will not be moved to the "offered" stage automatically
    
    
• Generate Contract (Extended Process):
  Includes the above, plus the ability to:
  
  
  • Attach onboarding workflows (if using onboarding software)
    
    
  • Use DocuSign for electronic signatures
    
    
  • Automatically move the candidate to the "offered" stage
    
    

All template management is stored in one secure location, supporting an efficient recruitment process.

To find out further information on how to generate a contract 🖱️ please see our further guidance here.

📃 CV Templates

CV templates allow you to control exactly what information is included when generating a Tribepad CV from a candidate’s profile. You can choose which fields and sections to show, helping you tailor CVs for different roles, teams, or hiring processes - ensuring consistency and highlighting the most relevant information every time.

To find out further information on how to create a CV template🖱️ please see our further guidance here.

📃 Policy Templates

Policy templates let you create and manage important documents and information that can be shared with new starters as part of the onboarding process. Policies can be created and managed in this section or directly within the Onboarding area. To add a policy through Onboarding, follow the steps outlined here.

To find out further information on how to create a policy template via Document Templates🖱️ please see our further guidance here.

✂️ Snippet Templates

A snippet template is used to create additional text that can be added to a contract template to customise its content. These are useful for including extra details, terms, or clauses — for example, offering a company car or private health insurance, which may not apply to every candidate.

When creating a snippet template, you can choose whether it is:

• Optional – You decide at the contract generation stage whether to include it.
  
  
• Required – It will automatically be included in the contract and cannot be removed.

To find out further information on how to create your own snippets 🖱️ please see our further guidance here.