> ## Documentation Index
> Fetch the complete documentation index at: https://every-a2724ddc.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Custom templates

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

![Offer letter template editor with one inline variable in a short writing fragment.](https://mintcdn.com/every-a2724ddc/g8_ybXDCv7w2E-LO/images/illustrations/admins-documents-templates-light.png?fit=max\&auto=format\&n=g8_ybXDCv7w2E-LO\&q=85\&s=8de09b0bfbb14ea8f80c86c0db81cbd8)

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 [support@every.io](mailto:support@every.io) 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.

> [!WARNING]
>
> 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.

![Offer letter draft with variables in the letter and the Save draft and Publish controls above it.](https://mintcdn.com/every-a2724ddc/g8_ybXDCv7w2E-LO/images/screens/admins-documents-templates-editor-light.png?fit=max\&auto=format\&n=g8_ybXDCv7w2E-LO\&q=85\&s=836f96023f1dc4f2979f3f85b93a39d2)

## 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.

![Custom templates with employee and contractor offer letters, their statuses and the Create template button.](https://mintcdn.com/every-a2724ddc/g8_ybXDCv7w2E-LO/images/screens/admins-documents-templates-light.png?fit=max\&auto=format\&n=g8_ybXDCv7w2E-LO\&q=85\&s=ddf7e2b2c17c34616758356847aee194)

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](https://every-a2724ddc.mintlify.site/admins/hr/onboarding.md) 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.

## Agent reference

**Where:** **Documents** → **Custom templates**, when the menu item appears.

**Who:** Only Company Admins and HR Admins can open and manage **Documents** → **Custom templates**, after the company finishes onboarding. Email [support@every.io](mailto:support@every.io) to ask about availability.

### Facts

* **Documents** → **Custom templates** creates reusable offer letters for employees and contractors. **Template type** offers **Offer letter (employee)** and **Offer letter (contractor)**.
* The creation form on **Documents** → **Custom templates** requires **Template name** and has **Description (optional)**. **Create template** opens the new editor as a draft at version 1.
* New templates on **Documents** → **Custom templates** start with section headings and empty bodies. **More actions** → **Use Every's default** replaces and saves the current draft with the full default for the chosen employee or contractor type.
* The **All**, **Drafts**, **Published** and **Archived** tabs on **Documents** → **Custom templates** filter the templates by status. **All** includes all statuses.
* The template list on **Documents** → **Custom templates** has **Name**, **Type**, **Status**, **Version** and **Last updated** columns. A description appears beneath the name when present. Select a row to open the template.
* Type `/` at the cursor on **Documents** → **Custom templates** to insert a variable for the selected employee or contractor type. The + control beside a paragraph opens the same menu on a new line below it. Variables are filled from the hiring details; a missing value remains highlighted in the document preview.
* **Conditional section** in the + menu on **Documents** → **Custom templates** adds a section below the paragraph. To wrap existing paragraphs in a conditional section, select their text, select the drag handle beside one of them to open its block menu, and select **Make conditional**. The resulting document includes the section when the configured condition passes.
* A conditional section on **Documents** → **Custom templates** has **Edit** for its rules. Choose a variable and **has a value**, **is empty** or **equals**; **equals** also needs a **Value**. **Add condition** adds another rule. Multiple rules can match **all conditions** or **any condition**. **Apply** saves the rules and **Cancel** closes without applying them.
* **Signature block** in the + menu on **Documents** → **Custom templates** inserts placeholders for **Company representative** and **Employee**. The insertion option is unavailable while a signature block already exists. Template authors can move or remove the block.
* **More actions** → **Import from Word** on **Documents** → **Custom templates** accepts `.docx`; **Import from PDF** accepts `.pdf`. The upload limit is 5 MB, and an oversized upload shows "File exceeds the 5 MB limit."
* Importing a file on **Documents** → **Custom templates** replaces and saves the current draft, then looks for matching variables. Import analysis adds matched variables and suggestions directly to the draft.
* PDF import on **Documents** → **Custom templates** preserves text only. Tables, columns, lists and formatting need to be reapplied. A scanned or image PDF without extractable text produces a no-text warning.
* A suggested placeholder on **Documents** → **Custom templates** has a dashed red border and no matching variable. Replace the suggestion with an available variable, enter the intended wording or remove the suggestion before publishing. An unchanged suggestion becomes its original text in the resulting document.
* If import analysis on **Documents** → **Custom templates** finds no variables, add variables from the + menu. A variable-analysis failure leaves the imported document ready to edit.
* **Ask AI** is available from the + menu on **Documents** → **Custom templates** for an editable draft with content. **AI Assist** offers **Clean up structure** and **Tell the AI what to change** with **Apply change**.
* **AI Assist** on **Documents** → **Custom templates** stages cleanup and instruction results for review. **Accept changes** applies and saves the proposal; **Discard** leaves the draft unchanged. An instruction can rewrite wording.
* An oversized AI-editing request on **Documents** → **Custom templates** shows "Document too large for AI editing", followed by guidance to split the document into sections.
* Ordinary editing on **Documents** → **Custom templates** does not save automatically. **Save draft** saves the edits; **Publish** saves outstanding edits and publishes the template. The editor shows **Unsaved changes**, **Saving** or the saved time.
* **More actions** on **Documents** → **Custom templates** includes **Undo**, **Redo**, **Reset**, **Import from Word**, **Import from PDF**, **Use Every's default** and **Archive**. **Reset** restores the last saved draft content, and is unavailable without unsaved changes.
* A published template on **Documents** → **Custom templates** is read-only. **Edit** creates the next numbered draft from the current version and moves the template to **Drafts**. Publish the draft before the template can be selected for hiring again.
* **Archive** on **Documents** → **Custom templates** moves a draft or published template to **Archived**, removing the template from the hiring choices. **Unarchive** creates a new draft; publish that draft before using the template for hiring.
* The **Offer letter** step on **People** → **Add people** offers custom templates with **Yes, please create**. **Choose template** opens **Choose a template**, which lists published templates that match the employee or contractor being hired. **Choose template** is hidden when no matching published template exists.
* **Edit** in the **Offer letter** preview on **People** → **Add people** changes the letter for that person without changing the reusable template. **Save** keeps the preview edits and **Cancel** closes the editor. **Reset** clears the person's edits. **Change template** selects another template and clears edits made from the previous selection.
* Creating an offer letter during hiring requires a company signer. The **Offer letter** step offers **Configure signatory** when the signer is missing.
* Creating a template on **Documents** → **Custom templates** with the name of an existing offer letter template, employee or contractor, produces an error naming the duplicate. Choose a different template name.

The variables available from the + menu on **Documents** → **Custom templates** are:

| Template type | Group | Variables |
| - | - | - |
| Employee and contractor | Document | Current date; Effective date |
| Employee and contractor | Company | Company name; Filing address; Filing city, state, ZIP, country; Filing state |
| Employee and contractor | Compensation | Compensation frequency |
| Employee and contractor | Bonus | Signing bonus amount |
| Employee | Document | Acceptance deadline |
| Employee | Employee | Full name; First name; Last name; Email; Manager name |
| Employee | Position | Position; Employment type; Start date; Department; Work location |
| Employee | Compensation | Salary; Pay frequency; Exempt from overtime |
| Employee | Bonus | Bonus amount; Bonus frequency; Bonus payment frequency |
| Employee | Stock options | Stock shares; Vesting duration; Cliff duration; Cliff %; Remaining duration; Monthly rate |
| Contractor | Contractor | Contractor full name; Contractor address; Contractor entity name |
| Contractor | Engagement | Services provided |
| Contractor | Compensation | Compensation amount; Compensation currency |

### Questions people ask

* **Why is my template missing when I hire someone?** The template must be published and match the employee or contractor being hired. On **Documents** → **Custom templates**, publish a new draft or an unarchived template before trying the hiring picker again.
* **Can I edit a published template?** Yes. On **Documents** → **Custom templates**, select **Edit** to create a new draft version, then publish the draft to make the template available for hiring again.
* **What does Reset restore?** In **Documents** → **Custom templates**, **More actions** → **Reset** restores the last saved draft. In the hiring preview, **Reset** removes the edits made for that person and uses the selected template again.
* **Does editing one person's offer change the template?** No. **Edit** in the hiring preview changes the person's letter. Change the reusable template on **Documents** → **Custom templates** instead.
* **Will a PDF keep its formatting?** No. **Import from PDF** on **Documents** → **Custom templates** imports text only; reapply formatting and document structure in the editor.
* **Does Unarchive make a template ready to use?** No. **Unarchive** on **Documents** → **Custom templates** creates a draft. Publish the draft before selecting the template for hiring.
* **Do I review every AI change before it is applied?** No. **Import from Word** and **Import from PDF** on **Documents** → **Custom templates** add detected variables and suggested placeholders directly to the draft, so review an imported draft before publishing. Cleanup and instruction edits in **AI Assist** wait for **Accept changes** or **Discard**.

### Not covered here

* Can I permanently delete a template or restore an earlier published version? To ask, email [support@every.io](mailto:support@every.io).
* Where can I get the wording of a custom offer letter or contractor agreement reviewed? To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [All documents](https://every-a2724ddc.mintlify.site/admins/documents/overview.md)
- [Add people](https://every-a2724ddc.mintlify.site/admins/hr/onboarding.md)


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