Use case
Onboard new hires without the paperwork marathon
Offer letter, employment contract, policy acknowledgments, welcome pack - every new hire needs the same documents with different details. Enter the details once and generate the whole set.
- One form, a full document pack
- Consistent wording every time
- Sent to the right inbox automatically
New-hire paperwork in three steps
Build the workflow once with your own templates. Every hire after that is a form fill.
Enter the hire's details
Fill in an internal form with name, role, salary, start date, and location - or trigger the workflow from your HR system or applicant tracker via a webhook call, sent directly or through Zapier.
Generate the document pack
One run can produce multiple documents: the offer letter, the contract, and the policy pack - each from its own Word template, with conditions handling for different clauses.
Deliver to everyone who needs it
Email the offer to the candidate, copy HR and the hiring manager, and file the set in cloud storage. Every hire is logged in a spreadsheet automatically.
HR documents, minus the manual work
Consistency and accuracy matter most where people documents are concerned.
A full pack per hire
Add multiple document steps to one workflow - offer letter, contract, and acknowledgment forms all generate together from the same data.
Tailored terms for every hire
Conditions include the right probation terms, benefits section, or local provisions based on role, department, or country - from one maintained template.
Templates you already own
Your existing offer letter and contract stay in Word, where HR can edit them. Replace the changing parts with tags and the documents keep their exact format.
Right document, right inbox
Send the offer to the candidate, the signed-copy reminder to HR, and the welcome pack to the new hire on day one - all configured in a single workflow.
Generated as a set
Because the pack generates as a set from one form fill, it is much harder for a policy acknowledgment to be missed or for outdated contract wording to slip in.
Team access with roles
HR, hiring managers, and admins share one organization with roles and permissions - everyone can run the workflow, only editors can change templates.
People documents teams automate
- Offer letters
- Employment contracts
- Onboarding packs
- Policy acknowledgments
- Promotion letters
- Employment verification letters
- Contractor agreements
- Exit documents
Watch the intro
TemplateDocs in 1 minute
Frequently asked questions
- Yes. A workflow can contain multiple document steps, each with its own template. One form fill produces the offer letter, contract, and any other documents in the pack.
- With conditions in the template. Sections appear or disappear based on the data - so one contract template can cover multiple roles, departments, or locations, and there is only one document to keep up to date.
- Yes. Workflows are triggered by webhook calls, which tools like Zapier and Make can send - for example, when a candidate is marked as hired, the onboarding pack generates itself.
- Organizations support multiple members with roles and permissions, so HR can run workflows day to day while template editing stays with the people who own the wording.
- Documents are generated over encrypted connections and delivered to the recipients you configure. See our privacy policy for details on data handling and how our practices align with GDPR and CPRA.
Give every new hire a flawless day one
Set up your onboarding pack once in TemplateDocs, and every future hire gets complete, consistent paperwork in minutes.
Get startedFree plan available - no credit card required