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Generate letters and keep employee documents

Create offer, appointment and experience letters from templates with placeholders, and keep employee documents with their expiry dates.

1Set up letter templates

Go to People Operations → Letters and choose Templates. Each template has a type — offer, appointment, confirmation, experience, relieving or custom. Choose New template to add one.

Scalar360 screen: Set up letter templates — Numbered outlines show what to click, in order.

2Write the template with placeholders

Give the template a Name and Type, then write the Subject and Body. Use placeholders such as {{employeeName}}, {{designation}}, {{dateOfJoining}} and {{ctcAnnual}} — they're filled in from the employee's record. Choose Save template.

Scalar360 screen: Write the template with placeholders — Numbered outlines show what to click, in order.

3Generate a letter for an employee

On the Issued letters tab choose Generate letter. Pick the Employee and a Template — its subject and body are copied in for you to adjust. Check the Issue date and choose Generate letter.

Scalar360 screen: Generate a letter for an employee — Numbered outlines show what to click, in order.

4Open the letter as a PDF

Generated letters appear on the Issued letters tab. Open a letter's actions menu and choose Open PDF to view, download or print it.

Scalar360 screen: Open the letter as a PDF — Numbered outlines show what to click, in order.

5Keep employee documents and watch expiry dates

Go to People Operations → Documents to see each employee's PAN, Aadhaar, licences and contracts. The cards at the top count documents Expiring soon and Expired. Tick Expiring / expired only to find documents that need renewing, and choose Upload to add one.

Scalar360 screen: Keep employee documents and watch expiry dates — Numbered outlines show what to click, in order.

Run onboarding and exit checklistsMake a checklist of steps for new joiners or leavers once, then start it for each person and tick off tasks as they're done.Add an employee with salary, PF, ESI and bank detailsCreate an employee record with their role, monthly salary structure, statutory deductions and bank account, ready for attendance and payroll.

Still stuck? Contact our support team — or start a free trial to try this in your own company.