Operations Low business impact

Templates

Letters & emails, auto-populated

the problem

HR spends significant time manually drafting repeated documents — offer letters, confirmations, disciplinary notices — with inconsistent formatting.

the solution

Reusable letter and email templates with dynamic placeholder variables that auto-populate from employee profile data, with full generation and delivery tracking.

business impact / growth model

How this module moves the business

impact level

Low

mechanism

Variables like {{employee_name}} and {{join_date}} are defined once and pulled automatically from the employee record at generation time — eliminating manual find-and-replace.

metric moved

HR admin hours per employee

workflow / step-by-step

How Templates works

Template categories

Group templates — e.g. Offer Letters, Disciplinary, Confirmations, Notifications.

Template variables

Define dynamic placeholders such as {{employee_name}} and {{join_date}}, auto-populated from the employee profile.

Letter templates

Create, edit, and activate letter templates with rich-text bodies and variable placeholders, assigned to a category.

Email templates

Create, edit, and activate email templates — subject plus HTML body with placeholders.

Generate letter

Select a template and employee; the system fills variables, then Preview → Finalise → Download PDF / Mark as Sent. Status flows Draft → Generated → Sent → Delivered → Archived.

Send email

Select an email template and employee(s); the system populates variables and sends. Status flows Queued → Sent → Delivered / Failed / Bounced.

Tracking

Usage history of all generated letters and sent emails, plus analytics on usage frequency and delivery rates.

sub-modules in this workflow

Template categories Template variables Letter templates Email templates Generate letter Send email Usage history & analytics

Templates

How this module moves the business

How Templates works

Connected modules