How to create a custom HR document for team members

Our HR platform enables you to create and manage custom templates for a variety of documents, including contracts, offer letters, NDAs, and company policies. With these templates, you can quickly generate necessary documents, significantly reducing the time spent on routine HR tasks.

In this this article, we will cover the following: 

• User Permissions
• Default blank template
• How to create a new custom template
• How to send a document using your custom template
• How to edit a custom document template
• How to create a blank document for a team member

Alternatively, you can explore the feature with this interactive self-guided demo.

User Permissions

In order to create templates and documents, you need the correct default role or a customized role with the correct permissions.

Template creation

• Owner role
• Super admin role
• Customized role with People > Team permission

Document creation

• Owner role
• Super admin role
• Onboarding manager role
• Customized role with one of the following permissions:
  • People > Team
  • People > Onboard new hires
  • Contractors > Manage contractor agreements

Default blank template

By default, we include a blank template so that you can get started with creating documents straight away. You can archive the template, or update the content to your needs (see how in How to edit a custom document template).

How to create a new custom template

You can easily create a custom template by following these steps.

1. Navigate to the Documents section on your dashboard and click on the Templates tab.
2. Click on New template to start your custom template. 
3. From the modal, select Template for a generic document, fill out the remaining details, and then click on Create template.
4. On the editor interface, include the content for this custom document. Use the editor to modify the content and its layout. Note: PDF uploads are not available at this time. 
5. Once it's ready, click on Publish.

How to send a document using your custom template

You can use the template you just created to send documents to your team members. Follow these steps:

1. Navigate to the Documents section on your dashboard and click on the Documents tab.
2. Select Create document.
3. Indicate the team member who needs to receive the document, and you will be presented with a list of available templates.
4. Finalize your document using the editor and upload it to the team member’s profile.
5. Once sent, the document is final. The document's status will be updated on the Documents page, and the team member will be notified by email.

How to edit a custom document template

Editing your templates is straightforward and does not affect any documents that have already been sent. To edit a published template:

1. Go to the Templates section and click the three dots icon next to the template you want to modify.
2. Select Open.
3. Once inside the editor, click Unpublish and finalize your changes.
4. Once completed, click Publish to reactivate the template.

How to create a blank document for a team member

1. Go to the Documents section and click on Create document
   
2. You'll be forwarded to the document editor where you can:
   • Select the team member the document is for from the dropdown Note: you can type their name or email to search
   • Enable Bilingual contract toggle to create bilingual document
   • Add signature button to add company admin and employee signatures
   • Add smartfields to the document
   • Documents are auto saved and will be in draft state
     
3. If your document does not contain a signature block, signing is not possible and you're only allowed to send it to a team member. Upon sending, the document is final and no other changes can be done. The team member receives a notification (email and in-app) that a new document is available on Remote.
4. Click Send and confirm the sending
5. Additional options:
   • Click the three dots menu near "Send" to download the document
   • Click "Settings" to update the document name
   • Click "Save as Template" to store the document as a template for future reuse
     

See also: How to create a custom contractor agreement for your company