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intermediate ⏱️ 10 min read

Document & Email Templates

Use QCTO system templates, create your own custom templates, and assign branding so every generated document looks right.

For: Training Providers Administrators

Summary

skillSYMS generates official documents—certificates, agreements, PoE covers, moderation reports—from templates. You start with QCTO-aligned system templates, customise them for your organisation, and assign letterheads and footers so generated documents carry your branding. This guide covers all three.

Who This Guide Is For

  • Training providers producing official QCTO documents
  • Administrators managing document generation and branding
  • Compliance staff who need consistent, branded paperwork

Prerequisites

Before you begin, ensure you have:

  • Admin access to your skillSYMS tenant
  • At least one letterhead and footer created (see Branding & Themes)
  • Knowledge of which document types you need

Step 1: Open Document Templates

Navigate to Settings → Templates (/sdp/settings/templates). You can also reach it from Branding & Documents → Manage Templates.

The page has three areas: System Templates, Custom Templates, and Template Assignments, available both as quick-action cards and as tabs.

Step 2: Browse System Templates

On the System Templates tab, browse the pre-built QCTO compliance templates. Use the category filter to narrow by type—Assessment, Certificate, Learner Agreement, Portfolio of Evidence, Workplace Agreement, or Moderation Report.

Tip: System templates are maintained for QCTO alignment. Rather than rebuilding from scratch, customise a system template into your own.

Step 3: Create a Custom Template

Switch to the Custom Templates tab to manage your organisation’s own templates. Use this when you need wording or layout beyond the system defaults.

Step 4: Assign Branding to Templates

Switch to the Template Assignments tab to connect templates with the letterhead and footer they should use. This is what ensures a generated certificate or report comes out with the correct branding.

Tip: Create your letterheads and footers first under Settings → Branding & Documents, then assign them here.

Step 5: Test Document Generation

Use Test Generation (from the Branding & Documents page, /sdp/settings/documents/test) to produce a sample document and confirm the branding and layout look correct before using a template in production.

Common Mistakes to Avoid

  1. No branding assigned: Templates without an assignment fall back to defaults—assign letterheads and footers deliberately.
  2. Skipping the test: Always generate a test document before relying on a template.
  3. Editing system templates blindly: Customise a copy rather than expecting system templates to change.
  4. Wrong category: Match each template to the correct QCTO category so it’s offered in the right context.

Verification Checklist

Before moving on, verify:

  • You’ve reviewed the relevant system templates
  • Any custom templates you need are created
  • Letterheads and footers are assigned to templates
  • A test document generates with correct branding
  • Templates are categorised correctly

Next Steps

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