Custom templates

Build offer letter templates with variables, conditional sections and signature blocks, import Word or PDF files, review AI edits and publish.

When Custom templates appears under Documents, open it to build offer letter templates for employees or contractors. Company Admins and HR Admins can use it after your company finishes onboarding.

If you don’t see Custom templates, email [e-mail] to ask about it.

Create a template

1. Open the creation form

   Select Create template.

2. Choose the type

   In Template type, select Offer letter (employee) or Offer letter (contractor) for the people who will receive it.

3. Name the template

   Enter a Template name. You can leave Description (optional) empty.

4. Create the draft

   Select Create template to open the editor. The draft starts with section headings and empty bodies for you to fill.

To start from a full letter, select More actions → Use Every’s default. Every loads the default for the employee or contractor type you chose.

Loading Every’s default or importing a file replaces and saves your current draft. Keep a copy of wording you want to reuse before replacing the draft.

Write the template

The + control beside a paragraph opens the + menu on a new line below it.

Add variables

Type / where a person’s details belong, such as their name or start date, and select a variable. The menu shows the variables for your employee or contractor template. Every fills them from the hiring details when you use the template.

Show a section conditionally

Select Conditional section in the + menu to add a section, then write its paragraphs inside it. The section appears in the resulting document when its rules match. To make existing paragraphs conditional:

1. Select the paragraphs

   Select their text.

2. Open the block menu

   Select the drag handle beside one of the paragraphs.

3. Make them conditional

   Select Make conditional.

To set the section’s rules:

1. Open the rules

   In the section, select Edit.

2. Set the rule

   Choose a variable, then select has a value, is empty or equals. For equals, enter a Value.

3. Add more rules

   Optional: select Add condition, then select all conditions or any condition.

4. Save the rules

   Select Apply.

Place the signatures

Select Signature block in the + menu where you want the signatures. The option is unavailable when the template already contains a signature block. You can move or remove the block while writing the template.

Import a Word document or PDF

Select More actions → Import from Word for a .docx file, or More actions → Import from PDF for a .pdf file. The limit is 5 MB.

PDF import preserves text only. Reapply tables, columns, lists and formatting in the editor. If Every reports that no text could be extracted from a scanned PDF, use a PDF with selectable text or a Word document.

After importing, Every looks for variables and adds matching ones to the draft. Review the result, including placeholders with a dashed red border. These suggestions have no matching variable: replace them with a variable, enter the intended wording or remove them before publishing. An unchanged suggestion stays as its original text in the resulting document.

If Every finds no variables, add them from the + menu. If variable analysis fails, the imported document is still ready to edit.

Review AI edits

On a draft with content, select Ask AI from the + menu to open AI Assist. Select Clean up structure to tidy the layout, or enter a change in Tell the AI what to change and select Apply change.

Review the proposed changes. Accept changes applies and saves them; Discard leaves the draft unchanged. Instructions can rewrite wording, so review the result before publishing.

Save and publish

Select Save draft before leaving the editor: ordinary edits do not save automatically. Publish saves outstanding edits and makes the template available for hiring.

To undo unsaved edits back to the last save, select More actions → Reset. The same menu has Undo and Redo for individual edits.

Edit or archive a template

Select a row on Custom templates to open it. The tabs separate drafts, published templates and archived templates.

A published template is read-only. Select Edit to create the next draft version. Creating that draft moves the template out of the published hiring choices. Publish the draft to make the template available again.

Select Archive to stop offering a template when hiring. On a draft, find the action in More actions. To restore an archived template, open it from Archived and select Unarchive. Every creates a new draft, which you must publish before using it again.

Use a template when hiring

When you add someone on People → Add people (see Add people for the hiring prerequisites), use the Offer letter step:

1. Choose a generated letter

   Select Yes, please create.

2. Open Choose a template

   Select Choose template to open Choose a template. Choose template appears when a published template matches the person you’re hiring.

3. Choose the template

   In Choose a template, select the template. It lists employee templates for employees and contractor templates for contractors.

4. Review the filled letter

   Review the preview for the person you are hiring, including any highlighted values that still need attention.

To adjust wording for this hire:

1. In the preview, select Edit to modify the letter.
2. Select Save when you finish.

Those edits affect the person’s letter, not the reusable template. Reset removes the edits for that hire; Change template replaces the selection and clears those edits.

If the step asks for a company signer, select Configure signatory before creating the offer letter.