Who it's for: Administrators
Platform: Sense HR web app
Available on: Professional, Elite, and Enterprise
Before you begin, make sure you’ve:
☑️ Logged into the Sense Workplace web app
☑️ Been assigned administrator permissions
Overview
The document editor toolbar gives administrators a range of tools to customise document templates in SenseHR. From styling text to inserting images, links, and merge tags, it makes it easy to create professional, consistent documents.
You can use the editor when creating new templates or when adding a template to a user profile.
This guide explains each option on the toolbar and how to use them to design templates that fit your organisation’s needs.
Accessing the in-app document toolbar
The toolbar is part of the in-app document editor and can be accessed via:
To create a template:
Settings > Documents > Add
To add and edit a document template for a specific employee:
Dashboard > People > [user profile] > Documents > Add > Use template
The toolbar
When you reach the document editor, the toolbar appears at the top of the screen. It contains the tools you need for formatting and editing your document.
Toolbar Options
Text formatting tools
Use to style text (bold, colour, size) so key details stand out.
Format text:
Select the text you want to format.
Use the toolbar to apply:
• Font size: Click the drop-down menu to choose a size that fits your needs.
• Font style: Click the drop-down menu to choose from various fonts.
• Bold, italic, underline: Use to emphasise selected text.
• Text colour or highlighting: Select from the palette of colours for text and highlights to make selected text stand out.
Layout tools
Use to structure content with lists or alignment for a professional and readable finish.
Manage lists:
Select a block of text or place your cursor on a line.
Use the toolbar options for:
• Numbered lists: Ideal for step-by-step instructions or sequences.
• Bulleted lists: To clarify simple points.
Adjust alignment:
Select a block of text or place your cursor on a line.
Use the toolbar options to:
• Left align: default alignment suitable for most text.
• Center align: useful for headings or titles.
• Right align: aligns text with the right margin – useful for addresses, dates, signatures, and names.
• Justify: aligns text to both the left and right margins, creating a clean, rectangular look – useful for news articles, reports, and a polished, professional appearance.
Insert options
Use to add links, images, or code blocks to enrich your document.
Links
To add a link: select the text, click the link icon (
), enter or paste the URL, then click Save.To manage an existing link: click the link text, then choose Visit URL, Edit, or Remove.
Images
To add an image:
1. Place the cursor where you want the image.
2. Click the Image Icon (
), select an image from your files, and upload it.
To move an image, drag and drop it.
To delete an image, select it and press Delete on your keyboard.
Code Blocks
To add a code block:
1. Place the cursor on a line (or select a block of text).
2. Click the Code Block Icon (
) to apply.
To remove an existing code block, highlight the text or place your cursor in it, then click the code block icon again.
💡 Tip: Use a code block to display content exactly as written. This is useful for code snippets, commands, or anything that should not be reformatted.
Format removal tool
The format removal tool lets you quickly clear all formatting and inserted content from selected text, returning it to plain default style. This includes any selected text styling (bold, underline, highlighting), links, images, code blocks, and layout options such as lists or alignment.
To apply format removal:
1. Select the text or section you want to reset to default plain text.
2. Click the Remove format icon (
).
⚠️ Warning: This action removes all formatting and inserted content in the selected area.
It can only be undone by using the standard keyboard shortcuts:
Ctrl + Z (Windows) or Cmd + Z (Mac)
💡 Tip: If you only want to remove a specific element, you can use the relevant tool instead. For example, Clear Formatting, Remove Link, or simply delete an image.
Merge Tags
Merge tags are placeholders that automatically pull employee data (e.g., name, job title, start date) from the system into your template.
To add a merge tag:
1. Place the cursor where you want the field.
2. Open the Merge tags dropdown and select the field you need.
To remove a merge tag, select the text and press delete on your keyboard.
🖊️ Note: See the Merge Tag reference guides:
E-signatures
for full lists and examples.
Best Practice
Use merge tags wherever possible to reduce manual entry.
Keep formatting simple to make templates easy to maintain.
Preview before saving to confirm layout and merge tag placement.
💡Reminder that changes only apply once you click Done
FAQ
Q: What fonts are available in the document editor?
A: The in-app editor includes three font types: Sans Serif, Serif, and Monospace.
Q: Can I undo actions using the document editor toolbar?
A: The document editor does not include a built-in Undo button in the toolbar. However, most actions can be manually reversed.
You can also use standard keyboard shortcuts:
Ctrl + Z (Windows) or Cmd + Z (Mac) to undo
Ctrl + Y (Windows) or Cmd + Y (Mac) to redo
Q: What text sizes are available in the document editor?
A: The editor supports four text sizes: Small, Normal, Large, and Huge.
Q: Can I upload custom fonts into the editor?
A: No, you can’t upload custom fonts to the editor, only the default Sans Serif, Serif, and Monospace fonts are supported.
Q: Does the in-app document editor support headings or styles?
A: No, predefined heading styles are not included in the in-app document editor, but you can adjust size, bold, or colour to create visual hierarchy.
Q: Can I edit uploaded documents in the in-app editor?
A: No. Uploaded documents cannot be edited using the in-app document editor.
However, when uploading a PDF, you can still:
Add merge tags before uploading the document
Add e-signature fields before uploading the documnet
The document content itself cannot be modified after upload.