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Create documents from templates

Build job descriptions, employment agreements and job adverts from an approved template, save versions, finalise and file them.

Updated 2026-10-30

Created documents are built from an approved template and filled in with details from PeopleTeam. Only HR and administrators can create them.

Find them in Organisation → Policies & Documents → Created documents.

Start a document

  1. Select Create a document.
  2. Choose a Template. Only templates with an approved version are listed.
  3. Choose an Employee, or leave it as No employee (usual for a job advert).
  4. Add a Document title if you want one. Otherwise PeopleTeam uses the template and employee name.
  5. Select Create document.

Fields linked to PeopleTeam records, such as the employee's name, position or start date, are filled in for you. Fill in the rest.

Pay fields, such as the base salary, super rate (filled as a plain number such as 12, so the template needs a % sign after it) and amount, other inclusions and total package, fill from the person's accepted offer. PeopleTeam finds the offer by matching the employee's email to the candidate's. If there's no accepted offer, those fields are left for you to type. Current salary isn't read from PeopleTeam after the person starts, because salary is held in Xero. Leave days and the long service leave Act reference come from your organisation's pay defaults and the work location's state.

Fill in and save

  • Each field matches its type: dates, money, numbers, lists you can add to, and yes/no switches for optional sections.
  • Refresh from records fills linked fields again from the latest PeopleTeam details. Linked fields you've changed from the record are marked Edited.
  • The preview shows the wording as you type. It's a wording check only. Download a saved version to see the exact Word layout.
  • Save draft version saves a new version with a Word file. Add a Version note if you want it shown in the history.

Every saved version is kept and can be downloaded. Downloads show saved versions, not unsaved edits.

If the template gets a newer approved version while your document is still a draft, a banner lets you move the document to it. Your filled-in values are kept.

Draft a job description with AI

When drafting help is on in Organisation settings, a draft job description shows a Draft with AI panel above the fields. It can draft the template's text and list fields, such as purpose and key duties. It never fills fields linked to PeopleTeam data, or yes/no fields. Review each suggestion against the current value, choose Use draft for the ones you want, then Save version as usual. Finalised documents can't be drafted.

Finalise

Select Finalise when the document is complete. Required fields must be filled first. A final document is locked: it can't be edited or deleted, and it keeps the template version it was made from.

Each saved version has a Word and a PDF download. The PDF is made from the saved Word file when you click it, so it can take a few seconds the first time. Final documents are stored as Word files.

File to the employee

On a final document with an employee, select File document and choose Who can see it:

  • HR only
  • Their manager and HR
  • The employee, their manager and HR

The final file is copied into the employee's Documents. Each document can be filed once.

Delete a draft

Delete permanently removes a draft and every saved version. Final documents can't be deleted.

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