Once a document template is added in HRStop, you can easily generate personalized documents for individual employees or in bulk for multiple employees. This feature is especially useful for issuing offer letters, appointment letters, relieving letters, internship certificates, and more—automatically populated with employee-specific information using predefined placeholders.
Steps to Generate a Document
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Navigate to the Document Template Section:
Go to: Control Panel → Forms and Policies → Document Template -
Locate the Desired Template:
- Identify the document template you wish to use (e.g., Offer Letter, Internship Certificate).
- Click the Document icon under the Actions column to begin generation.
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Select Employee:
- Choose the employee for whom the document should be generated.
- Enter the Issue Date.
- Select the appropriate Date Format if applicable.
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Review & Adjust Fields:
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HRStop automatically fills in employee details using system-defined placeholders (e.g.,
{{employee_name}},{{ctc}},{{doj}}). - If any fields are blank or not mapped, you can manually input values before generation.
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HRStop automatically fills in employee details using system-defined placeholders (e.g.,
Optional Settings
Before generating the final document, you can apply the following settings:
- Convert to PDF – Generate a PDF version of the document.
- Save to Employee’s Folder – Automatically save the document to the employee’s profile.
- Publish to Employee Profile – Make the generated document visible in the employee's document section.
- Password Protect – Add a password (e.g., for appraisal letters) using the same logic as payroll slip protection.
Preview & Generate
- Use the Preview button to review the document with real employee data.
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If everything looks correct, click:
- Generate – To create and view the document in the browser.
- Generate & Download – To generate and download the final document.