With PayFit, you can quickly and easily generate any employment document you need using available templates or by creating your own.
What documents can you generate with PayFit?
Custom templates can be created by your own company to suit your internal processes.
Templates provided by PayFit, adapted to common employment situations.
Some of the ready-to-use templates available in PayFit include:
Job offer letter templates
Probation Period confirmation
Resignation confirmation letter
How can I generate a document?
Step 1. Go to Documents, then click on Document Generator.
You can review the Template Library section, where you’ll see all your company's available templates and those provided by PayFit. If you need to create a new document, click on New document in the top right corner.
Step 2. In the drop-down, select the type of document you wish to generate and the template you want to use. You can choose between your company’s templates and those provided by PayFit.
Step 3. Select the employee and create the document name. Then click on Preview the document.
Step 4. If the document is ready, click on Validate document. If you need to make changes, click on Edit document.
If you prefer to finish the document later or review it before validation, you can click on save as draft. Drafts are stored in the main Documents section.
Step 5. When editing, you can:
Rename the document
Insert or remove variables
Choose whether to display your company logo
Once your final version is ready, click Preview the document and, if everything is correct, confirm by selecting Validate document.
What is a variable in a template?
A variable is a dynamic field inserted in a template, which is automatically filled with employee or company information saved in PayFit.
For example:
{{employee_full_name}} will be replaced by the employee’s name
{{employee_NI}} will become their national ID number
{{contract_start_date}} will insert the contract start date
{{annual_gross_salary}} will show the annual gross salary
By using variables, you can create reusable documents without needing to draft one for every employee as PayFit will fill in the relevant details automatically. You can use variables for multiple employee, contract, and company fields, including any custom fields you’ve created.
How is document signing managed?
After validating the document, you can easily set up digital signatures. You can
Add one or more signatories: select the relevant employee or enter an email address
Define the signature type and how it will appear on the document
Click on Send for signature and the signatories will receive an email with access to the document, which they can sign from any device (computer, tablet or phone).
You can also send a document for signature from Documents, then Document Generator by clicking on Actions and select Send to sign.
Once signed, a green signature logo will indicate that the process was completed successfully.
Where are the documents stored once generated?
Once generated, the document is automatically stored under the main Documents section of the account and also under the employee's personal space.
The document is also automatically shared with the relevant employee, ensuring they have immediate access to the file.
How can I create a custom template?
Step 1. Go to Documents > Document Generator and click on See templates.
Step 2. Here, you’ll see two sections:
At the top, your custom templates
Below, templates provided by PayFit
To create a new one, click on New document template.
Step 3. You can then design your template from scratch:
Write the content freely
Add variables as needed to be automatically filled with employee data
You only need to create the same template once, as once saved it will be available to be reused.