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:
Available in the HR Expert plan.
How do I create a document template?
Access template creation
This feature is accessible from Settings > Template management.
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.
Customise the layout of the body of text from the toolbar at the top of the page:
Text style
Block type (heading, subheading, paragraph, etc.)
Font size and type
Bold, Italic, Underlined, Strikethrough
Highlight colour, Text colour
Page layout
Left, Centre, Right, Justified
Line spacing
Page break
Numbering
Ordered list, Unordered list
Rule
Media
Hyperlink
Table
History
Undo
Redo
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 and the establishment (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.
Add images: On the right side of the page, you can upload and add images (logo, etc.) and move them around your document.
To add an image to the body of the text:
Hover over the image and click to select it.
Hold the click and drag the image to the desired area of the document to place it. You can resize it and move it wherever you want on the document.
The image can be removed from the document by selecting it and clicking the delete button on the keyboard.
These images are automatically added to your library and can be reused for your future template creations.
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.
It is possible to preview the final version of the document by clicking the eye icon at the top right.
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.
For several employees
Once the document template has been saved in the establishment settings, it can be used for employees:
Go to Employees > Bulk document management (icon at the top right)
Click on "Create a document from a template"
Select the employees and/or teams for whom you want to create the document
Choose whether or not to request an electronic signature
Choose the folder in which the document will be placed
Choose your document template
Preview the template and an example of the final PDF document with the information of one of the recipients. Once everything is in order, click "Create the documents".
Auto-fill: When the template is used for several employees, the variables added to the template are automatically filled in with the personal and contractual data entered in each employee's profile.
If one or more pieces of information corresponding to the template variables are missing from the employee's profile, the document cannot be created. A red dot appears to the left of the document name with an exclamation mark. Hovering over this dot shows the list of unfilled variables to indicate what needs to be completed in the employee's profile in order to create the document.
Save and send the document
Once the document is complete, it can be saved in PDF format in the employee's Documents section directly.
The saved document can then be sent by email to the employee from the platform.
An email address must be entered in the employee's profile for the document to be sent by email.
If the Electronic document signature option is enabled, the document can also be sent to the employee for electronic signature from the platform. More information on document signing
The saved document can then be viewed, shared and deleted from the employee's space.