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Managing Templates

Document templates are managed by Tenant-Admins and Site-Admins through the admin dashboard. This page covers the full template management workflow.

Creating a template​

  1. Navigate to Settings → Documents (or the equivalent document management section).
  2. Click Create Template.
  3. Provide:
    • Name — A descriptive name (e.g., "Laboratory Safety Briefing", "NDA — German").
    • Description — Optional. Explains the purpose of the template.
    • Category — The type of document: nda, wifi_terms, gdpr, safety, or custom.
    • HTML content — The template body. Standard HTML with CSS for styling and {{variable}} placeholders for dynamic data.
  4. Preview the template with sample data to verify it renders correctly.
  5. Click Create. This creates the template with version 1.

Editing a template (creating a new version)​

Templates are versioned. When you edit a template's HTML content, you're not modifying the existing version — you're creating a new version.

  1. Open the template you want to edit.
  2. Modify the HTML content.
  3. Preview with sample data.
  4. Click Publish. This creates a new version (e.g., version 2).

The previous version remains accessible for audit purposes. Any visitor who signed the previous version has that fact recorded with the specific version number. Going forward, visitors will be asked to sign the new version.

Version immutability

Published versions are never modified. This is a deliberate design choice: the archived PDF of a signed document must correspond exactly to what the visitor saw. If you find a typo, publish a new version rather than editing the existing one.

Assigning templates to sites​

Templates exist at the tenant level but are assigned to sites individually. Different sites can require different documents.

  1. Navigate to the site's document settings (or the template's assignment view).
  2. Select which templates are required at this site.
  3. Set the display order — the order in which documents are presented to visitors during check-in.
  4. Mark each template as required or optional.

A site can have zero or more assigned templates. If no templates are assigned, the kiosk check-in flow skips the document signing step entirely.

Template ordering​

The order in which documents are presented matters for the visitor experience. A typical order might be:

  1. NDA (most important, shown first)
  2. Safety regulations (site-specific)
  3. WiFi Acceptable Use Policy
  4. GDPR Data Processing Notice (informational, shown last)

You can reorder templates in the site's document settings by adjusting the sort order.

Deactivating a template​

To remove a template from active use without deleting it:

  1. Remove the template's assignment from all sites.
  2. Optionally, mark the template as deactivated.

Deactivated templates remain in the system for audit purposes. Historical records (archived PDFs, signature data) remain linked to the deactivated template and its versions.

Template limits​

Depending on your license tier, there may be a limit on the number of custom document templates. Default templates (provided by Atrium) don't count toward this limit. See Licensing — Entitlements.