Documents: Adding 'Merge Tags' to your document templates

You can insert Merge Tags directly into document templates within Sense, or use external documents to automatically populate employee information.

Step 1: Either open up your document template within Sense or open up your external document

Step 2: Enter the Merge Tag that you wish to use. If using an external document, copy and paste from below. When using templates in SenseHR you can select the Merge Tag from the list for basic Merge Tags:

Notes:

Below is a list of basic Merge Tags that you can add to your documents, if you require further Merge Tags (such as future job details, or custom Merge tags), please view the article here - Advanced Merge Tags

Employee's Full Name: {{Full name}}
Employee's First Name: {{First name}}
Employee's Last Name: {{Last name}}
Employee's Email Address: {{Email address}}
Employee's Date of Birth: {{Date of birth}}
Employee's Title: {{Title}}
Employee's Gender: {{Gender}}
Employee's Nationality: {{Nationality}}
Employee's Work Phone: {{Work phone}}
Employee's Personal Phone: {{Personal phone}}
Employee's Unique ID: {{Employee ID}}
Employee's Employment Type: {{Employment type}}
Employee's Start Date: {{Start date}}
Employee's Continuous Service Date: {{Continuous service date}}
Employee's Job Title: {{Job title}}
Employee's Notice Period: {{Notice period}}
Employee's Department: {{Department}}
Employee's Location: {{Location}}
Employee's Sub-Company: {{Sub-company}}
Employee's Line Manager: {{Line Manager}}
Employee's E-Signature: {{Signature_1}}
Employee's Signing Date: {{Signature_1_Date}}
Employee's Name Against Signature: {{Signature_1_FullName}}
​Employee's Address: {{Address}}

Employee's Address Line 1: {{Line 1}}

Employee's Address Line 2: {{Line 2}}

Employee's Town: {{Town}}

Employee's County: {{County}}

Employee's Postcode: {{Postcode}}

Today's Date: {{Today Date}}

Probation End Date: {{Probation End Date}}

Probation Review Date: {{Probation Review Date}}

Employee's Pay EffectiveDate: {{Pay Effective Date}}

Employee's Pay Amount: {{Pay Amount}}

Employee's Pay Rate: {{Pay Rate}}

Employee's Pay Period: {{Pay Period}}

Employee's Pay Currency: {{Pay Currency}}

Employee's Holiday Entitlement for This Year: {{Holiday Entitlement This Year}}

Employee's Holiday Entitlement for Next Year{{Holiday Entitlement Next Year}}

Leaver's Last Day Of Employment: {{Last Day Of Employment}}

Leaver's Last Working Date: {{Last Working Date}}

Leaver's Reason For Leaving: {{Reason For Leaving}}
​

Here is a short video showing these merge tags in action:

In a PDF document we cannot alter the flow of the document that means we cannot add more spaces or take away a space, merge tags should always be placed carefully taking into consideration that they may overwrite the next word or fall short.

For example the following in a Sense template document:

"Hi {{First name}},

Your new salary is {{Pay Amount}}, thanks for all your hard work."

Will merge correctly because with Sense template documents we can make the space more or less after merging.

However the same with a PDF document may result in this scenario:

"Hi LongNameOf,Employee

Your new salary is £1. thanks for all your hard work. "

There is no way we can alter the flow of the document. So it's better to design PDF documents that require merge fields slightly different for example 🙂

Or below that shows it much cleaner:
​

Dear {{First name}},

Thank you for all your hard work this past year as a result we have made the following change to your salary:

New salary: {{Pay Amount}}

Effective: {{Pay Effective Date}}
​