Template Settings

Overview

Within the Astalty Premium you can add Custom Templates to your Astalty account. What this means is that you can make use of Astalty Placeholders (more on this later) to assist in the ease of generating your Organisations documents!

Once you upload your documents to Astalty you can let Astalty do the data entry for you to free up your time to be more available to your Participants.

Creation Process

To create a Custom Template within Astalty navigate to the Template Settings. Once in this screen you will see a 'Create a Template' button in the top right. To create a new Template click this button.

Once in this 'Create a Template' screen you will be prompted to add a Name and Description, and assign a Usage Type to the Template. You'll also be able to choose between an Astalty Template or a Word Template.

The same sections appear when you come back to edit the Template later — Details, Template Usage, and Template Format — each covered below.

Template Usage Types

Choosing a usage type depends on the usage of the template. The usage type defines what Placeholders you can use when editing the contents of the template. There are three usage types available:

• Participant Template — This Template allows you to use the following placeholder groups;
  • Business
  • Participant
  • Primary Coordinator
  • Formatting
• Service Agreement Template - This Template allows you to use the following placeholder groups;
  • Business
  • Participant
  • Primary Coordinator
  • Service Agreement
  • Formatting
• User Template — This Template allows you to use the following placeholder groups;
  • Business
  • User
  • Formatting

User Template Permissions

Only the Account Owner and Admin Users with the "Can manage HR details for users" Permission will be able to add and utilise the User Template functions. For more information, check out the Updating Roles and Permissions guide.

Template Format

Astalty Template Vs Word Template

Within the 'Create a Template' screen you will have the choice between two Formatting Types. The Astalty Template and the Word Template.

The Astalty Template unlocks the use of Astalty Placeholders and the ability to edit a generated Template up until generation.

Using the Word template allows you to download the Word document uploaded to this Template selection. You will have to finalise this document through Microsoft Word — finalisation includes, adding Participant Placeholders within the Word document similar to what the Placeholder would do for you.

Our recommendation would be to choose the Astalty Template format option.

If you select the Word Template option you will be prompted to upload the associated Word document. Prior to this, to make use of the Placeholder functionality, you will need to pre-fill the Word document with the relevant Placeholders as you would with the Astalty Template type. You can view a full list of our available document Placeholders here.

Content Screen

Once you are happy with your selections and click 'Create' you will be brought to this screen below. If you chose Astalty Template you will be prompted to 'Update Template Content'. Click this button and you will be brought to the Template editor screen.

If you selected the Word Template option this is the content screen after you click 'Create'. Within this screen you can download the uploaded Word document.

Template Content - Placeholders

After selecting 'Update Template Content' you will see the screen below. What usage type you selected upon creating the Template will determine what headings you will see in this screen.

Astalty Placeholders and fields that you can enter into your Astalty Template will pull information from within your Astalty Account. Some examples of placeholders include NDIS Number, Participant Name, Primary Coordinator Name, and Schedule of Supports.

For a full list of Astalty Placeholders click this link here.

Participant Template

If you selected the Participant Template, this is what you would see.

Service Agreement Template

If you selected the Service Agreement Template, this is what you would see.

User Template

If you selected the User Template, this is what you would see.

Completed Astalty Custom Template Example

Once you have added your information from any existing organisational documentation or if you created the information from scratch and added it into Astalty, the Template screen would look like this below.

How to edit a Custom Template

You can edit an Astalty Template Type simply by clicking the entry within the Template settings.

Once within the entry click the Edit option to access the text editor.

For Word Document template types you will need to download the template and edit the document in Word prior to re-uploading with the changes.

Front Page

An Astalty Template opens with a front page carrying your business logo and a title. The Front Page section of the Template form controls what that page says and how it looks, and whether a contents page follows it.

1. Open the Template from Template Settings.
2. On the Provider Document Template card, select Edit.
3. Adjust the settings under Front Page.
4. Save your changes.

You can set all of these while creating a Template, rather than coming back to edit them afterwards.

Document Title

The title on the front page is the Template's name, unless you give the Template its own Document Title.

Leave Document Title blank and the front page falls back to the Template name. That lets the two names do different jobs: a Template named Community Access Service Agreement 2026 stays easy to pick out of your Template list, while the document your Participant receives is headed simply Service Agreement.

Front Page Alignment

Sets where the logo and title sit on the front page:

• Left aligned — the default. The logo and title sit against the left margin.
• Centred — the logo and title are centred across the page.

Logo Size

Controls how large your business logo is printed on the front page — Small, Medium (the default), or Large. If your logo is detailed or includes text alongside the icon, a larger size keeps it legible; a simple mark usually looks better small.

Include a contents page

Tick Include a contents page to add a page listing every heading in the Template, in order, on its own page straight after the front page. It's off by default, and is worth turning on for longer documents such as a full Service Agreement.

The list is built from the headings in your Template content, down to three levels deep, and each entry links to its section in the PDF. A Template with no headings won't produce a contents page even with the setting turned on — so if your contents page comes out missing, check that your content uses headings rather than bold text.

Ticking the box reveals a second option, Number the contents entries, which adds 1, 1.1, 1.1.1 style section numbers to the list. Leave it off if your headings already carry their own numbering, or you'll end up with numbers twice.

Your Front Page settings carry through to every document generated from the Template, the blank PDF you download from the Actions menu, and the on-screen Preview.

Body

Body Text Size sets how large the Template's own content is printed in the generated document — Small (the default), Medium, or Large. Bumping it up is an easy way to make a document easier to read for a Participant who prefers larger print, without editing the Template content itself.

Header and Footer

The Header & Footer section adds text that repeats on every page of the generated document. Type into Header, Footer, or both, and leave a field blank to leave it off entirely.

• Header Alignment and Footer Alignment each offer Left aligned, Centred, or Right aligned.
• Press Enter for a new line if you want details stacked over several lines.

To include a business detail such as your business name or ABN, either select Insert placeholder above the field and pick from the list, or type $ in the field itself to bring up the same list. Either way the detail fills in automatically when the document is generated, so it stays right if your business details change later.

Page numbers are always printed in the footer as Page 1 of 4, and they sit opposite your footer text — so they move to the left when the footer is right aligned. With no footer text, the page number sits on the right on its own.

Preview or Download a Blank Template

When viewing an Astalty Template, the Actions menu in the top right gives you two ways to check a template before you generate it for anyone:

• Preview — opens a quick on-screen preview of the template's layout.
• Download blank template — downloads an empty PDF of the template without selecting a Participant.

The blank PDF keeps the template's wording, headings, and page breaks, but leaves every Placeholder unfilled — each one is shown as a plain label in square brackets (for example [Participant Full Name] or [Business Name]) instead of being replaced with a Participant's details.

This is handy for previewing a template's structure, or for producing a paper copy to print and fill in by hand — no Participant required.

How to Generate a Custom Template

To generate a Custom Template, simply navigate to:

• Participants — Head to their Participant profile and select Templates from the menu options. See the user guide here.
• Users — Head to their User profile and select Templates from the menu options. See the user guide here.

Once in these menus you will see the Custom Templates uploaded to your Astalty account where you will be able to Generate and complete the documents.