A signature template is the document people sign, with the boxes already placed. Open **Digital Signatures**, then **Signature Template**.

You use the template on a [signature request](/hrms/documents-compliance/signature-requests), a [signature envelope](/hrms/documents-compliance/signature-envelopes), or an onboarding document whose capture is **Signature**.

## Create the template

1. Choose **New Signature Template**.
2. Under **Details**, enter **Title** and **Document Type**: **Offer Letter**, **Employment Contract**, **NDA**, **Policy Acknowledgment**, or **Other**. Leave **Is Active** checked.
3. Under **Document Source**, set **Template Type** to **PDF Upload** or **HTML Template**.
4. For **PDF Upload**, open **PDF Document** and drop the file on **Upload PDF document**, or click to browse. Only a PDF is accepted, and the limit is 25MB. You should see the file name and **Local preview — will upload when you save**. **Replace** picks a different file.
5. For **HTML Template**, write the letter under **Letter Content**. Click a placeholder to copy it: applicant name, position, salary, start date, company name, or today’s date. You should see **Copied!**.
6. Choose **Create Signature Template**. You should see the title and status **Active**.

## Place the fields

Under **Signature Placement**, add at least one field:

- **Add Signature Field**
- **Add Date Field**
- **Add Initials Field**
- **Add Number Field**
- **Add Text Field**

Each dialog is titled **Add** plus the field type. Set **Field Name** and **Required for signer** (**Yes** or **No**), then **Add**.

On a PDF, also set **Signer role** to **Employee** or **Company**. The helper text says the employee completes most fields, and **Company** is for a countersignature. Drag the box on the page. The list **Signature Fields** shows the type, page, and role. Use **Edit field** to open **Field properties**, or **Remove field** to delete a box.

On an HTML letter, the list is **Signing fields**. The note says to use the sliders icon to edit field properties.

When a PDF is selected, **Import PDF fields** can read boxes that are already in the file. You should see **Imported** and a count, or **All PDF fields already imported**. If the file has none, you see **No fillable PDF fields found**.

## Settings

- **Expiry Days** is how many days the signing link stays open. The helper text says this is when the signature request expires. The starting value is 7.
- **Reminder Days** is how many days before expiry to send a reminder. The starting value is 2.
- **Send Copy to Signer** sends the person a copy.
- **Require Consent Checkbox** makes the signer check **I agree to sign this document electronically** before submit.

Choose **Save**. You should see **Changes saved**.

## Send the template to employees

On a saved template, **Send to employees** opens a dialog with that title.

1. Turn on **All active employees**, or pick names under **Employees**.
2. Set **Language**.
3. Choose **Send**.

You should see **Sent** and a count of signature requests. Each person gets their own link. Cancel leaves the template as it was.

## If it fails

- **Title is required** blocks the save.
- **Add at least one signing field** blocks a template that has no boxes.
- **Upload a PDF document for PDF templates** or **Only PDF files are supported** means the PDF is missing or is not a PDF.
- **Letter content is required for HTML templates** means the letter is empty.
- **Error loading PDF** means the file did not open as a valid PDF. **Replace** it and save again.
- **Failed to import PDF fields** means the import did not add boxes. Place them with **Add Signature Field** instead.
- If the page says the template was not found, sign in with the employer account that owns it.
- **Could not send to employees** means no signature requests were created. Check that the template is saved, active, and has a field for each signer role you are sending.

## Next

Ask one person to sign with a [signature request](/hrms/documents-compliance/signature-requests), or several people with a [signature envelope](/hrms/documents-compliance/signature-envelopes).