Creating Document Templates – Placeholders


This article explains how to use placeholders in accordance with your company's internal guidelines.


Creating a Text Template – Placeholders

First, create a text document in MS Office (DOCX/DOTX) or OpenOffice (ODT/OTT). Edit and format the document as usual. When using placeholders, please note that they must always be placed inside two sets of curly brackets.

Personio allows you to work with three different types of placeholders:

  • Predefined placeholders – for system attributes
  • Custom placeholders – for attributes you have created
  • Free placeholders – that do not reference attributes

Attribute-related placeholders are selected when the template is used and automatically populated with the corresponding employee data. Placeholders that do not reference attributes can be populated with free text.


Predefined Placeholders

These placeholders are for system attributes and must be named exactly as shown in the table below.

Predefined Placeholders Employee attribute
first_name First name
last_name Last name
email Email address
position Position
department Department
team_id Team
gender Gender
status Status
hire_date Hire date
probation_period Duration of the Probation Period
probation_period_custom Probation period end
contract_end_date Contract end date
termination_type Termination type
termination_reason Termination reason
termination_date Termination date 
last_working_day Last working day
document_date Document's creation date
weekly_working_hours Weekly hours
children Children
supervisor_first_name Supervisor's first name
supervisor_last_name Supervisor's last name
supervisor_position Supervisor's position
office_id Office
subcompany Sub-company
fix_salary Fixed salary
hourly_salary Hourly wages
last_login Last login
cost_centers Cost center

You can find detailed information on the use of gender variables and date formatting in the linked articles.

In Personio, the placeholders are displayed as follows under Employee Profile > Documents:



Custom Placeholders

These placeholders are for attributes that you create in Personio. Be sure to use the exact attribute names that you assigned for these placeholders.

Examples: {{Name Bank}} {{IBAN}} {{BIC}}

In the Personio document management, this would look as follows:



Free Placeholders

These placeholders do not reference attributes and can therefore be named as you wish. You can populate these placeholders with free text later on.


Listing a Fixed Number of Points

In a Word document, you could, for example, use the following Individual text blocks (best practice templates):


In the Personio document management, this would look as follows:



Listing an Optional Number of Points

You can also create a flexible number of tasks. This is useful if, for example, you want to enter the tasks individually without being committed to a certain number. Use the following formatting for this:


In the Documents tab of the employee profile, select the required number of tasks under Options and then fill out the corresponding free placeholders:


Please note that, as shown above, the number of placeholders in the document will correspond to the number you selected under Options.


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