> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/setup/startwork-templates.md).
# Create startwork templates
Create startwork templates such as deal memos, add autofill, signature and fill-in fields, and publish them so employees can sign them.
Startwork templates are the documents, such as deal memos and start forms, that your employees sign when they start work. Manage them on the **Configuration** sub-tab of the **Startwork** tab on **Payroll > Setup**, which Owners, Super Admins and Managers see.
{% hint style="info" %}
If RollCredits payroll is turned on for your production, **Payroll > Setup** has a **Startwork** tab. You can't open it until payroll setup is saved. See [Set up payroll](/payroll/setup.md). Some text box and check box settings take effect only if your company uses step-by-step signing.
{% endhint %}
Templates belong to your company, so every project in the company shares the same list. Only published templates can be assigned to employees, on the employee panel. See [Add and edit payroll employees](/payroll/setup/employees.md). To see who has signed and to countersign, use the **Status** sub-tab. See [Countersign startwork documents](/payroll/countersign-startwork.md).
## View your templates
The **Configuration** sub-tab lists your company's templates, with the most recently updated first. The table shows each template's **Name**, **Description**, **Status** and **Last Updated** date. **Status** is **Draft** until you publish the template, then **Published**.
Each row's **...** menu has:
* **Edit**, which opens the template in the editor.
* **Copy to Production Company**, which copies it to another of your companies.
* **Download**, which saves the template, with its fields, as a PDF named after the template.
* **Delete**, which deletes it.
## Create a template
1. On **Payroll > Setup**, select the **Startwork** tab, then **Configuration**.
2. Select **Create document**.
3. Enter a **Template Name**, such as Deal Memo, and a **Description** if you want one.
4. In **Template File**, drag in a PDF or DOCX file, or select the box to choose one. The file can be up to 50 MB.
5. Select **Create Template**. It becomes available once the file has loaded.
The template is saved as a draft and the **Edit startwork document** page opens, ready for fields. To leave without creating a template, select **Back to all documents**.
{% hint style="info" %}
Any fill-in form fields already in your file are removed, so add the fields you need in the editor. A DOCX file is saved as a PDF.
{% endhint %}
## Add fields to a template
The **Edit startwork document** page shows the **Template Name** and **Description**, the save buttons, and the editor below them. The editor opens on **Add Fields**, with four buttons: **Autofill**, **Signature**, **Text box** and **Check box**. Each opens its own panel on the right, and the **Autofill fields** panel starts open.
When you add a field, it lands in the middle of the page you're looking at. Drag it into position, and drag its edges to resize it.
### Autofill fields
Autofill fields are filled in from the information in RollCredits, so nobody has to type them.
1. If the **Autofill fields** panel isn't open, select **Autofill**.
2. Find the field in the list, or type part of its name in **Search fields...**.
3. Select the field, then drag it into place.
| Group | Fields |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Approver fields | Approver Name, Approver Signature Date |
| Worker fields | Worker Full Name, Worker First Name, Worker Middle Name, Worker Last Name, Worker Job Title, Worker Full Address, Worker Street Address Line 1, Worker Street Address Line 2, Worker City, Worker State, Worker ZIP, Worker Email, Worker Phone, Worker Pay Rates, Worker First Pay Rate, Worker Second Pay Rate, Worker Third Pay Rate, Worker SSN, Worker Start Date, Worker End Date, Worker Date of Birth, Worker Signature Date |
| Work Location fields | Work Location Name, Work Location Full Address, Work Location Address, Work Location Address Line 2, Work Location City, Work Location State, Work Location ZIP |
| Project fields | Project Name, Project Identifier |
| Company fields | Company Name, Company EIN, Company Full Address, Company Street Address, Company City, Company State, Company ZIP |
* Worker fields come from the employee's payroll profile and their employee panel. Work location fields use the employee's **Default Work Location**.
* **Worker Pay Rates** lists all of the employee's wages. The first, second and third pay rate fields each show one wage.
* **Approver Name**, **Approver Signature Date** and **Worker Signature Date** are filled in when that person signs.
### Signature fields
1. Select **Signature**.
2. Select **Worker Signature**, **Worker Initials**, **Approver Signature** or **Approver Initials**.
3. Drag the field into place.
The employee signs the worker fields. The approver fields are signed when an Owner, Super Admin or Manager countersigns the document.
### Text box and check box fields
Use these for anything someone types in or ticks when they sign.
1. Select **Text box** or **Check box**.
2. In **Field Label**, enter what the field is for.
3. Under **Filled by**, choose **Worker** or **Approver**.
4. Leave **Required** ticked if the field must be filled in, or untick it.
5. Select **Add text box field** or **Add check box field**. Until you enter a label, the button is greyed out and the panel shows "Add a label to place this field."
6. Drag the field into place.
* Approver fields are drawn in a darker shade and tagged (Approver). A check box is too small to show its label, so point at one to read its label and tag. Neither marking appears on the signed form.
* To change a field you've placed, select it. Its panel opens with that field's **Field Label**, **Filled by** and **Required** settings, and your changes apply to it. With no field selected, the panel sets up the next field you add.
{% hint style="info" %}
If your company uses step-by-step signing, **Filled by** decides who fills in each field, and a **Required** field must be filled in (a required check box must be ticked) before that person can sign. Fields of the same type that share a label become one input, so give fields that need different answers different labels. Otherwise, the employee fills in the PDF itself: every text box and check box is open to them, and none is required.
{% endhint %}
### Edit the document's content
Select **Edit Content** to change the file itself. Its tools let you edit the document's text, add a paragraph and add an image. Select **Add Fields** to go back to placing fields.
The top of the editor also has page thumbnails, full screen, undo and redo, zoom and search.
## Preview a template
1. Select **Preview**. You see a copy of the template, including edits you haven't saved, with sample data in the autofill fields. **Approver Name** shows your name and the signature date fields show today's date. Text boxes, check boxes and signature fields become the fields people fill in.
2. Select **Back to Edit** to return to the editor. Your edits are still there, and nothing you fill in during the preview is saved.
## Save and publish a template
Your fields, **Template Name** and **Description** are saved together. **Template Name** can't be empty.
* **Save Draft** saves the template and keeps it a draft. Draft templates can't be assigned to employees.
* **Save & Publish** saves the template and publishes it, so you can assign it on the employee panel.
* Once a template is published, the page shows **Save** in place of both buttons. A published template stays published.
When the save works, you see "Template updated successfully".
{% hint style="warning" %}
Every text box and check box needs a label. If one doesn't, nothing is saved and you see "Every custom text box and check box field needs a field label before saving. The first field missing one has been selected." If you were previewing, the editor comes back. Enter a label in the field's panel, then save again.
{% endhint %}
{% hint style="warning" %}
Changes are saved only when you select a save button. If you leave with **Back to all documents** first, your unsaved changes are lost.
{% endhint %}
Changes to a template apply to employees who haven't signed it yet. Documents that are already signed don't change.
## Copy a template to another company
1. On the **Configuration** sub-tab, select the template's **...** menu, then **Copy to Production Company**.
2. In the **Copy Startwork Template** window, choose the company in **Copy to Production Company**. The list shows your other companies where you're an Owner, Super Admin or Manager.
3. Check the **Template Name**, which starts as the template's name followed by "(Copy)", and the **Description (optional)**.
4. Select **Copy Template**.
The copy, with its fields, is added to that company's templates as a draft. Publish it there before you assign it.
## Delete a template
1. On the **Edit startwork document** page, select **Delete**.
2. In **Delete Template**, select **Confirm**.
You return to the **Startwork** tab and see "Template deleted successfully". You can also select **Delete** in the template's **...** menu on the **Configuration** sub-tab.
{% hint style="danger" %}
**Delete** in the **...** menu takes effect right away, with no confirmation step. Deleting a template can't be undone. It's removed from every employee who hasn't signed it yet. Copies that an employee has already signed aren't deleted.
{% endhint %}
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation by asking a question.
Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters:
```
GET https://knowledge.rollcredits.io/payroll/setup/startwork-templates.md?ask=&goal=
```
`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.
