The Merge Template feature in the Maintenance module allows you to create and manage templates for document generation such as contracts, position descriptions, resume formats, and communication templates (Email and SMS).
Use this feature to standardize your document outputs and automate communication across your organisation.
Supported Merge Template Types
Merge Templates can be created for the following record types:
Record Type | Template Types |
Parent | Document, Email, SMS. |
Client | Document, Email, SMS. |
Cost Centre | Document, Email, SMS. |
Job Order | Document, Email, SMS. |
Candidate | Document, Resume, Email, SMS. |
Users | Email, SMS. |
Portal User – Auto Create Process (Client/Candidate) | Email. |
📌 Note: Merge fields can be added to templates to automatically insert data from FastTrack360 records.
To view a full list of Merge Fields available by record, select Merge Fields at the header of the Upload Files to Folder pane in the Merge Templates settings.
Create a Merge Template Folder
Go to Maintenance, then click Merge Template.
In the Categories panel, click the Email, SMS, or Resume folder you want to add a subfolder to.
Right-click and select Add Folder.
Enter a folder name, then click OK.
Manage Existing Merge Template Folders
Rename a Folder
Go to Maintenance, then click Merge Template.
In the Categories panel, select the folder you want to rename.
Right-click the folder and choose Rename Folder.
Enter a new name, then click OK.
Delete a Folder
⚠ Important: You cannot delete parent folders (e.g., Parent, Client, Job). Folders containing templates or attachments cannot be deleted.
Go to Maintenance, then click Merge Template.
In the Categories panel, select the folder to delete.
Right-click the folder and choose Delete.
If the folder is not in use, a confirmation message appears. Click OK to confirm.
Make a Folder Inactive
Go to Maintenance, then click Attachment.
In the Categories panel, select the folder to make inactive.
Right-click and select Make Inactive.
Confirm the action when prompted.
The folder now appears as inactive in the Categories panel.
Create a Merge Template
Create an Email Template
Go to Maintenance, then click Merge Template.
In the Categories panel, select the Email folder.
In the Upload Files to Folder panel, click Add Template.
Enter a Template Name and message content.
Use the Merge Tag button (top right) to insert merge fields.
Click Save.
Create an SMS Template
Go to Maintenance, then click Merge Template.
In the Categories panel, select the SMS folder.
In the Upload Files to Folder panel, click Add Template.
The Save SMS Template pop-up appears.Enter a Template Name and message content.
Apply merge tags as required.Click Save.
The SMS template is added to the selected folder.
Create a Document Template
Go to Maintenance, then click Merge Template.
In the Categories panel, select the Document folder.
In the Upload Files to Folder panel, click Add Template.
In the file directory window, select the document to upload and click Open.
Click Save.
Manage Existing Templates
Edit an Email or SMS Template
You can make an attachment folder inactive, which will mean it can no longer be selected as an option where a user is looking for templates in Recruitment Manager.
Go to Maintenance, then click Attachment.
In the Upload Files to Folder panel, select the template to edit.
Click the Action icon next to the template and select Edit.
Make the required updates, then click Save.
The template updates automatically.
Move an Email / SMS Template
Go to Maintenance, then click Merge Template.
In the Upload Files to Folder panel, select the template to move.
Click the Action icon and choose Move.
Select a destination folder, then click Move.
Click OK to confirm.
Delete a Template
You can delete a folder if there have not been any attachments assigned to the folder.
📌 Note: You cannot delete any of the primary parent folders ie; Parent, Client, Job etc.
Go to Maintenance, then click Merge Template.
In the Upload Files to Folder panel, select the template to delete.
Click the Action icon and choose Delete.
Confirm the deletion when prompted.
The template is permanently removed.
Download a Document Template
Go to Maintenance, then click Merge Template.
In the Upload Files to Folder panel, select the document template.
Click the Action icon next to the template and choose Download.
Rename a Document Template
Go to Maintenance, then click Merge Template.
In the Upload Files to Folder panel, select the document template.
Click the Action icon and select Rename.
Enter a new name and click OK.
💡 Best Practices
Use descriptive names for folders and templates for easier navigation.
Regularly review and remove inactive or obsolete templates.
Use merge fields consistently to ensure data populates accurately.
Test templates in a non-production environment before sharing with users.
🤔 FAQs
Q1: Why can’t I delete a merge template folder?
Answer: You can only delete folders that have no templates or attachments and are not parent folders.
Q2: Can I share merge templates with other users?
Answer: Yes. Templates are accessible to all users with the required permissions in the Maintenance, then click Merge Template area.