As a manager, you can create and centralize administrative document templates in a single space, and reuse them for all your employees.
To find out how to manage documents added to Skello, consult these articles:
How do I create a document template?
Access template creation
This feature is accessible from Establishment settings > Administrative document templates > + Create template.
It is accessible to all system administrators, as well as to standard/advanced masters, standard/advanced schedulers and standard/advanced read-only permission levels, as long as they have access to the associated permission.
How to create a document template
Creating a document template involves writing a fixed body of text and adding variables which will be automatically filled in with the information entered in the employee's file when the template is used.
Click on + Create a template: a blank page appears for writing the body text.
💡 Copy/paste: Copy/paste from a document already created in text, Word or PDF format.
Layout: Customize body text layout from the toolbar at the top of the page:
Title or paragraph sizes
Bold, italic, underline, strikethrough text
Left, center or right alignment / justified text
Bullets or numbers
Add images from computer files
Font size can be changed for an entire paragraph. Text color cannot be modified.
Add variables: On the right-hand side of the page, select the variables corresponding to the personal and contractual data entered in the employee files (surname, first name, date of birth, address, contract dates, etc.).
To add a variable to the body of text :Place the mouse over the variable and click to select it.
Hold down the mouse click and drag the variable to the desired area of the document to affix it.
The variable can be removed from the document by clicking on the cross to the right of the box.
Save template: Once the body text and variables have been added to the document template, click on the Save button at the top right of the page and choose a template title.
The saved template can be viewed and modified as needed from Establishment Settings > Administrative document templates.
How do I use a document template?
How to use a document template
Once a document template has been saved in the establishment's parameters, it can be used for the establishment's employees:
Access the employee's file:
Employees > Employee file > Documents
Create a document: In the Documents area of the employee's file, click on the Create document button and select the desired document template.
Automatic completion: When the template is used for an employee, the variables added to the template are automatically completed with the personal and contractual data entered in the employee's file.
If one or more items of information corresponding to the template variables are missing from the employee's file, the document cannot be created. A red dot with an exclamation mark appears to the left of the document name. By hovering the mouse over this dot, a list of variables that have not been filled in appears, showing what needs to be filled in the employee's file before the document can be created.
Save and send the document
Once the document has been completed, it can be saved in PDF format directly in the employee's Documents area.
The saved document can then be e-mailed to the employee from the platform.
An e-mail address must be entered in the employee's file for the document to be sent by e-mail.
If the Electronic document signature option is activated, the document can also be sent to the employee for electronic signature from the platform. More on document signing
The saved document can then be viewed, shared and deleted from the employee's workspace.
Find out how to manage documents as a manager or as an employee.