Use the AI document template builder

The AI Document Template Builder takes a document you already have (a contract, policy, letter) and turns it into a reusable template that the platform can generate fresh copies of, personalised per employee.

Open the builder

1. Sidebar then Documents.
2. Templates tab.
3. New template then Build with AI.

You see five sections numbered 1 to 5. Work through them in order.

1. Paste your template

Paste the source document into the editor. It accepts:

• Plain text
• Word formatting (paste from Word and the styles come across)
• Pasted HTML

Don’t worry about cleaning it up perfectly. The builder will help.

2. Template details

• Template name (what you’ll see in the picker, e.g. “Casual contract, hospitality”)
• Category (contract, letter, policy, agreement, custom)
• Description (one sentence so other admins know when to use it)
• Visibility (your org only, or shared if you have a multi org setup)

3. Merge tags

The builder reads your text and suggests merge tags. Things like “Adam Bishop” become {first_name} {last_name}, “$80,000” becomes {salary}, “1 January 2026” becomes {start_date}.

Review the suggestions. Accept the ones that match. For anything the builder missed:

1. Highlight the text in the editor.
2. Click Make this a merge tag.
3. Pick the field it should map to (or create a new custom field).

4. Spots to fill in

Some sections of your template need to be drafted fresh each time the template is used (e.g. the specific concerns in a written warning, the duties list for a job).

Highlight that section and click Mark as AI fill spot. Add a prompt that tells the AI what should go there (e.g. “List the duties specific to this role, drawn from the job profile.”).

When someone uses the template, those sections are filled in by Claude with the user’s specific inputs.

5. Edit your template

Final pass. Use the rich text toolbar to:

• Adjust headings and styling
• Add a logo block (uses your org’s logo and primary brand colour)
• Insert signature blocks for the employee, manager, and witness
• Add page breaks for printable versions

When it looks right, Save template. The template is now available in the document generator for any admin to use.

Edit a template later

1. Sidebar then Documents, Templates tab.
2. Click the template.
3. Edit. The builder reopens with the template loaded.

Edits apply to future documents only. Anything already generated keeps the version it was created with.