Help centre / People and records
Write letters and keep documents in date
Make your own letter templates, write a letter from a person's record, and see what runs out soon.
What you'll need: The letter's words, Which employer it's for.
A template is a letter you send again and again, filled in with each person's details.
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Every letter you write is kept in their documents.
Make a letter template
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Step 1: Go to Settings, Letter templates, and press Add a letter.
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Step 2: Choose Which employer is it for? and type What is the letter called?
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Step 3: Write The letter.
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Use the toolbar for headings, bold, lists, links, tables and undo; Preview shows it as it will be read.
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Step 4: Pick a detail from Insert a field… to fill it in for each person.
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Put anything you write each time in square brackets, like [start time].
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Step 5: Press Add letter.
Write a letter to someone
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Step 1: On their record, press Write a letter.
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Step 2: Choose Which letter? and press Use this letter.
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Step 3: Fill in every part in square brackets.
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Tick Email it to them as well or Ask them to sign it if you want.
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Step 4: Press File the letter.
Send the change letters owed
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Step 1: Go to People and press Change letters.
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It shows how many letters will be emailed, how many will only be filed because there's no email, and which need Review first on the person's record, and why.
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Step 2: Untick anyone you want to leave for now, then press Send ticked letters and confirm.
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Each letter is filed in their documents, and emailed when they have an email.
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When someone's job title, place of work, hours or pay changes, they are owed a letter saying so, in writing within a month.
See what runs out soon
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Step 1: Go to People, Documents, Expiring.
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Documents, training certificates, checks and right-to-work follow-ups that run out soon are all there.
Stuck?
My formatting from Word went when I pasted
Pasting keeps headings, bold, lists and tables, and drops Word's or Google Docs' own fonts and colours, so every letter looks like your company's. Typed bullets become a real list.
It won't take my link
A link must be a web address or an email address. Type gov.uk or name@company.com and it's made into a link.
It says "Not a merge field"
That name in curly brackets isn't a detail KivoHR holds. Pick it from Insert a field…, or use square brackets for something you fill in each time.
It says "Fill in … before you send it"
Something in square brackets is still empty, or the record doesn't hold that detail. Fill it in, then send.
I can't write a letter to this person
Only someone who edits records at that person's employer can write them a letter. Ask HR or your account owner.
"No letters to choose from"
There are no templates for that employer yet. Press Letter templates and add one.
A change letter says "Need Review first"
The letter still has something in square brackets, such as their manager, or your company has no "Change to your terms" letter. Press Open, then Review first on their record, and fill it in.
A document isn't on Expiring
It needs an expiry date. Open the document and fill in Expires on.
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