The Document Templates module in HRStop helps organizations create standardized document templates and generate employee-specific documents using information available within the system.
Organizations can create and maintain document templates for various HR processes such as offer letters, appointment letters, confirmation letters, increment letters, experience letters, relieving letters, termination letters, and other employee communications. During document generation, HRStop automatically populates employee information using placeholders configured within the template.
The module also supports bulk document generation, document preview, password protection for generated documents, and automatic salary component calculations for compensation-related letters.
Purpose
The Document Templates module helps organizations:
- Create reusable document formats for various HR processes
- Reduce manual effort involved in preparing employee documents
- Automatically populate employee information into document templates
- Generate documents for individual employees or in bulk
- Maintain consistency across HR communication processes
- Secure generated documents when required
Who Should Use
Administrators
Administrators can:
- Create document templates
- Configure and manage placeholders
- Edit and maintain templates
- Preview templates before use
- Generate employee documents
- Generate documents in bulk
- Configure additional document generation settings
HR Teams
HR teams can generate employee documents using configured templates, subject to their assigned permissions.
When to Use
The Document Templates module can be used when generating:
- Offer Letters
- Appointment Letters
- Confirmation Letters
- Increment Letters
- Salary Revision Letters
- Experience Letters
- Relieving Letters
- Termination Letters
- Transfer Letters
- Other organization-specific employee documents
Workflow and Guides
1. Template Configuration
Configure document templates that will be used for document generation.
| Article | Description |
|---|---|
| Adding a Document Template | Create a new document template and configure template details. |
| Using Customer Keys (Placeholders) in Document Templates | Learn how placeholders are inserted and populated with employee information. |
| Salary Placeholders in Document Templates using HRStop Payroll Data | Use payroll-linked placeholders to auto-populate salary tables in letters for organisations using HRStop Payroll. |
| Editing a Document Template | Modify an existing document template and update its content. |
2. Template Management
Manage and maintain document templates available within the system.
| Article | Description |
|---|---|
| Managing Document Templates | View and manage available document templates. |
| Downloading a Document Template | Download an existing template for review or backup purposes. |
3. Document Generation
Generate employee documents using configured templates.
| Article | Description |
|---|---|
| Generating a Document | Generate a document for an individual employee. |
| Previewing a Document Before Generation | Preview the document before generating it for the employee. |
| Enabling Password Protection on Generated Documents | Secure generated PDF documents using password protection. |
| Generating Salary Letters by Entering CTC | Enter base CTC during document generation to auto-calculate salary components. |
| Generating Documents in Bulk | Generate documents for multiple employees simultaneously. |
4. Advanced Configuration & Sample Templates
Ready-to-use sample letter templates with placeholder and formula configuration.
| Article | Description |
|---|---|
| Setting Up an Appointment Letter Template with CTC Salary Breakup | Ready-to-use appointment letter template with Indian payroll formula structure. |
| Setting Up a Confirmation Letter Template | Ready-to-use confirmation letter template for employees completing their probation period. |
| Setting Up a Relieving Letter Template | Ready-to-use relieving letter template for employee separation. |
| Setting Up an Experience Letter Template | Ready-to-use experience letter template certifying employee tenure and role. |
Where It Reflects
Templates configured within this module are available during document generation. Generated documents can be downloaded and shared with employees based on organizational processes and permissions.
Important Notes
- Only users with authorized administrative access can create or modify document templates.
- The information populated in generated documents depends on the employee data available within HRStop.
- Placeholders should be configured correctly within templates to ensure accurate document generation.
- Generated documents may vary based on the template selected and the employee information available in the system.
- Additional document security options such as password protection can be enabled where applicable.