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Documents: Using basic merge tags and e-signatures

Find, copy, and apply basic merge tags to insert employee data and e-signatures into templates and merged PDF documents

Updated today

Who this guide is for: Administrators (see access roles note)

Platform: Sense HR

Available on: All plans (Document templates available on Professional, Elite, and Enterprise plans only)

Before you begin

Make sure you:

☑️ Have administrator permissions

☑️ Are creating a document using either:

  • A template (Settings > Documents), or

  • A merged document (uploaded PDF)

🖊️ Access roles note:

On Professional, Elite, and Enterprise plans, organisations using Access Role Management can also allow manager-type roles to add documents for the employees or groups they have access to.

Overview

Basic merge tags allow you to automatically insert employee data into personal documents.

They are used to personalise content such as:

  • Names and personal details

  • Job and contract information

  • Dates and employment data

For example:

  • {{First name}} → John

  • {{Job title}} → HR Manager

Basic merge tags are supported in:

  • Templates

  • Merged documents (PDFs)

💡 Tip:
If you are using templates (Professional, Elite, and Enterprise plans), you can insert these directly from the document editor instead of copying them manually.

Where to find merge tags in Sense HR

If you are using a template (Professional, Elite, Enterprise):

  • Open the document editor

  • Use the merge tag option in the toolbar to browse and insert tags

Merge tag selector in Sense HR document editor

💡 Tip:

When preparing a merged PDF document, you can copy basic merge tags either from the Sense HR document editor (Professional, Elite, or Enterprise plans) or from this guide. This is helpful if you want to keep an existing external layout while making sure the merge tags are formatted correctly.

Full list of basic merge tags

The list below reflects the merge tags available in the Sense HR document editor.

You can copy and paste these directly into your document.

Personal details

  • {{Full name}}

  • {{Title}}

  • {{First name}}

  • {{Last name}}

  • {{Email address}}

  • {{Date of birth}}

  • {{Gender}}

  • {{Nationality}}

Contact details

  • {{Work phone}}

  • {{Personal phone}}

Employment details

  • {{Employee ID}}

  • {{Employment type}}

  • {{Start date}}

  • {{Continuous service date}}

  • {{Job title}}

  • {{Notice period}}

  • {{Department}}

  • {{Location}}

  • {{Sub-company}}

  • {{Line Manager}}

  • {{Probation End Date}}

  • {{Probation Review Date}}

Address

  • {{Address}}

  • {{Line 1}}

  • {{Line 2}}

  • {{Town}}

  • {{County}}

  • {{Postcode}}

Date

  • {{Today Date}}

Pay and compensation

  • {{Pay Effective Date}}

  • {{Pay Amount}}

  • {{Pay Rate}}

  • {{Pay Period}}

  • {{Pay Currency}}

Working schedule and entitlements

  • {{Contracted hours}}

  • {{Working hours}}

  • {{Holiday year}}

  • {{Holiday Entitlement This Year}}

  • {{Holiday Entitlement Next Year}}

  • {{Public holiday group}}

  • {{Public holidays included in entitlement}}

  • {{Public holidays auto booked}}

Leaver details

  • {{Last Day Of Employment}}

  • {{Last Working Date}}

  • {{Reason For Leaving}}

Signature fields

  • {{Signature_1}}

  • {{Signature_1_Date}}

  • {{Signature_1_FullName}}

For additional signatories, repeat the same pattern using incremental numbering:

  • {{Signature_2}}, {{Signature_2_FullName}}, {{Signature_2_Date}}

  • {{Signature_3}}, and so on

You can include as many signatories as required.

For multiple signature placements

If the same person needs to sign in more than one place:

  • Repeat the same tag (for example, {{Signature_1}})

  • The system will apply the same signature in each location

Example: Using merge tags

Document content:

Dear {{First name}},

Your role as {{Job title}} in the {{Department}} team starts on {{Start date}}.

Generated document:

Dear John,

Your role as HR Manager in the People Team starts on 01/01/2026.

Important rules for merge tags

General rules

  • Merge tags are case-sensitive

  • Tags must match the format exactly (including spaces and capitalisation)

Additional rules for merged documents (PDFs)

  • Merge tags must be the last item in a sentence or line

  • PDF layouts cannot adjust dynamically, so spacing must be considered carefully

  • Ensure enough space for longer values

⚠️ Poor placement can cause formatting issues in PDFs (e.g. text overlapping or breaking layout)

Example: Safer layout for a merged PDF document

For merged PDF documents, it is often better to place merge tags on their own line or at the end of a labelled line.
​

Instead of:

Dear {{First name}},

Your role as {{Job title}} in the {{Department}} team starts on {{Start date}}.

Use a layout like this in a merged PDF:

Dear {{First name}}

Role: {{Job title}}

Department: {{Department}}

Start date: {{Start date}}

Generated document:

Dear John

Role: HR Manager

Department: People Team

Start date: 01/01/2026

Why this works better in a merged PDF

  • Each merge tag appears at the end of a line

  • There is more space for longer values

  • The layout is less likely to break if names, job titles, or departments are longer than expected

Advanced configuration note (Elite and Enterprise customers)

If your organisation uses custom screens (Screen Designer):

  • Field names and data structures may differ from standard system fields

  • Merge tag output depends on the data stored in those fields

If a merge tag does not return expected data:

  • Check the employee profile

  • Confirm the relevant relevant field exists and contains data

When to use basic merge tags

Use basic merge tags when you:

  • Need simple personalisation

  • Are working with uploaded PDF documents

  • Do not require conditional or dynamic logic

When to use advanced merge tags (templates only)

Use advanced merge tags when you need to:

  • Pull data from custom screens in employee profiles

  • Include data from table-based screens (e.g. Training, Benefits, Equipment)

  • Reference a specific record (e.g. the first training record)

  • Pull data from current or future-dated records (e.g. job or pay changes)

See: Using advanced merge tags in document templates

Best practice

  • Copy merge tags from the editor or this guide where possible

  • Test documents with a sample employee before wider use

  • Keep formatting simple when working with PDFs

  • Avoid placing merge tags mid-sentence in PDFs

Related Articles
Documents: Supported file types for document uploads in Sense HR (Admin)
Use the Doc Sender agent to send document templates for signature with AMI
Documents in Sense HR: Overview and document types
Documents: Understanding and preparing merged PDF documents with merge tags and e-signatures
Documents: Using advanced merge tags in document templates
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