To enable this feature, you first need to upload at least one custom template.

How to upload a template

πŸ“ŽNOTE: If you do not have a template ready to upload yet, scroll down to Create a template first.

  1. Click on your name on the top right, then click Settings.
  2. On the settings menu, click EMPLOYEE DATA.
  3. Click Document templates.
  4. Click NEW TEMPLATE.
  5. Enter a title and a description for your document template.
  6. Upload a document template either by clicking in the box where it says Click to upload template or drag it here, then browse to the file, OR drag the file to the box instead.

Below is a screenshot of the NEW TEMPLATE window

7. Click SAVE.

Create a template

You can create a template by using any Word styling such as Microsoft Word or Google Docs etc. In these documents you can include dynamic "placeholders" which are automatically replaced with content based on the selected employee.Β 

Here are the supported placeholders:








{employee_team} - name of the current team

{employee_direct_manager} - full name of the current direct manager, based on org chart.

{employee_address} - full address, all address fields combined.

{current_date} - today's date, useful for contracts



{current_compensation_reason} - reason why compensation was changed

πŸ“ŒTIP: In addition to these, you can also use any custom field created in CakeHR. The placeholder needs to be written in this form: {custom_field_ *insert custom field*}. The the name of the custom field must be all in lowercase and any spaces replaced with '_'.

For example: {custom_field_tshirt_size}


  • If an employee doesn’t have selected custom field assigned OR the field is empty, it will be replaced with β€œ________” in the generated Word document.
  • Placeholders are not supported in headers and footers.
  • Word documents must be in .docx format.
  • When copy-pasting text in Word, it may save some hidden formatting and placeholders might not render correctly. In such cases you can try to open your document in Google Docs and save it again from there as a Microsoft Word document. Google Docs will "clean it up" and it will work.
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