Forms & Quality
Templates

Templates

Astalty's Templates turn information you already hold in your account into a finished document — a service agreement, a consent form, a progress report, or any letter your organisation reuses. You build a Custom Template once in Template Settings, add Astalty Placeholders for the details that change, then generate it from a Participant or User profile. NDIA templates work the same way, except Astalty supplies the template for you.

Templates vs Forms — which should I use?

Reach for a Template when you need to produce a formatted document pre-filled with a Participant's details — usually something to be signed, downloaded, or kept on record. Reach for a Form when you need to capture or collect structured information back from someone (for example an incident report, check-in, or intake questionnaire).

Use a Template when you want to:

Generate a Service Agreement pre-filled from a Participant's profile and linked budget, ready to send for eSignature.
Produce an NDIS consent form with the Participant's details already populated.
Create a Schedule of Support or service quote to share with a Participant or their Plan Manager.
Pre-fill an NDIA progress or implementation report so you're only editing, not retyping.
Output any custom letter or document your organisation reuses regularly (welcome letters, exit summaries, etc.).

In short: if the end result is a polished document you'll print, email, or get signed, use a Template. If you're gathering answers or data into Astalty, use a Form.

Setting up templates

Template Settings — create a Custom Template, give it a Usage Type, choose between an Astalty Template and a Word Document, and add its content.
Available Document Template Placeholders — the full, click-to-copy list of Placeholders, grouped by the Usage Type they belong to.

A template's Usage Type decides both where it can be generated and which Placeholders you can use:

Usage Type	Generate from	Typical use
Participant Template	A Participant's profile	Consent forms, letters, support plans
Service Agreement Template	A Participant's profile	Service agreements that pull a Schedule of Support from a budget
User Template	A User's profile	Position descriptions, employment letters, staff paperwork

Participant templates

Participant Templates — the Templates page on a Participant's profile, covering Custom Templates, NDIA templates, and previously generated documents.
Participant Custom Templates — generate, edit, and finalise a Custom Template for a Participant, then turn it into a record.
Creating a Service Agreement — the end-to-end service agreement workflow, from template and budget through to signing.
Participant Records — what happens to a finalised document once you create a record from it.

NDIA templates

NDIA Templates — find the NDIA templates Astalty supplies, and generate them pre-filled with the Participant's details.

The NDIA tab on a Participant's Templates page includes the NDIS Consent Form, Request for a Review of a Decision, Change of Details or Situation, Application for a Replacement Support, the Support Coordinator and Recovery Coach progress and implementation reports, the Early Childhood Provider Report, Support Evidence Form - Home and Living, Conflict of Interest Declaration, and Notify Participant Death.

User templates

User Custom Templates — generate a Custom Template from a staff member's User profile, then finalise it and create a user record.
User Records — how the record created from a generated document is stored against the User.
Updating Roles and Permissions — grant the "Can manage HR details for users" permission, which User templates require.

eSignatures — send a finalised document for electronic signature.
Uploading Documents — store documents that don't come from a template.

Note templates

Note Templates are a separate feature. Rather than generating a document, they drop a ready-made block of text into a note field so your team writes up consistently.

Note Templates — create and manage the reusable note templates your team can insert.
Support Worker Case Note Templates — standardise the case notes Support Workers write in the app.