Forms and agreements templates let you create standardised documents — such as letters, notices, and lease-related forms — that auto-fill with tenancy and property data using merge fields. Templates are shared across all your companies; use headers and footers to apply per-company branding.
How to Create or Edit a Template
Navigate to Settings > Communications > Templates.
Click Create Form/Agreement Template, or click an existing template name to modify or archive it. You can also duplicate an existing template as a starting point.
Give the template a descriptive title.
Choose whether to use your standard header/footer (typically for letters).
Use the toolbar to format the template content.
Insert Merge Fields using the blue buttons — these auto-populate with your file data when the document is generated.
Click Preview Template to review the layout using sample data.
Click Save when complete. Use Archive to remove templates no longer needed.
Forms and Agreements Merge Fields Reference
Field | Description |
Future Term Start Date | Start date of the next future term. |
Future Term Expiry Date | Expiry date of the next future term. |
Primary Contact Postal Address | Full postal address for the primary tenancy contact, in block format. |
Account Contact Postal Address | Postal address of the tenancy account contact, in block format. |
Account Contact | Name of the tenancy account contact. |
Primary Contact | Name of the primary tenancy contact. |
Site Contact | All site contacts for the tenancy, comma-separated. |
Guarantor Contact | All guarantor contacts for the tenancy, comma-separated. |
Related Area | Area of the property occupied by the tenancy. |
Next Lease Break Date | Date of the next scheduled lease break in dd/mm/yyyy format. |
Current Date | Today's date. |
Company Name | The company name. |
Company Address | Full company address, comma-separated on one line. |
Property Name | The property name. |
Property Address Block | Full property address in block format. |
Flat / Apartment | Flat/apartment field of the property address. |
Street / Building Number | Street/building number field of the property address. |
Street Name | Street name field of the property address. |
Suburb / District | Suburb/district field of the property address. |
Town / City | Town/City field of the property address. |
Region / State | Region/State field of the property address. |
Post / Zip Code | Post/Zip Code of the property address. |
Country | Country field of the property address. |
Property Owner Name | Full name of the property owner contact. |
Property Manager First Name | First name of the property manager. |
Property Manager Last Name | Last name of the property manager. |
Property Manager Phone | Phone number of the property manager. |
Property Manager Mobile | Mobile number of the property manager. |
Property Manager Email | Email address of the property manager. |
Smoke Alarms | Smoke alarm disclosure information from property details. |
Insulation | Insulation disclosure information from property details. |
Pool Fencing | Pool fencing disclosure information from property details. |
Lease/Tenancy Name | Name/trading name of the tenancy. |
Reference | Online payment reference from tenancy details. |
Outgoing Percentage | Default outgoings percentage from tenancy details. |
Opex Amount | Total outgoings portion of the rent template, excluding tax. |
Lease/Tenant Contact | All tenant contacts for the tenancy, comma-separated. |
Rent Amount | Total rent portion of the rent template, excluding tax. |
Rent Paid To | Date rent is paid up to in dd Mmm yyyy format. |
Rent Length | Used with Rent Unit — number of days/weeks/months/years covered by the rent amount. |
Rent Unit | Used with Rent Length — unit of the rent period. |
Net Rent Amount | Total rent amount including outgoings, excluding tax. |
Gross Rent Amount | Total rent amount including outgoings and tax. |
Future Rent Amount | Rent amount on the next rent template. Note: ignores temporary prorated templates. |
Future Rent First Payment | First payment date on the next rent template in dd Mmm yyyy format. |
Future Rent Frequency | Frequency of payments on the next rent template. |
Term Start Date | Start date of the current term in dd Mmm yyyy format. |
Term Expiry Date | Expiry date of the current term in dd Mmm yyyy format. |
Term Rolling | Outputs "Rolling" if the term is rolling. |
Term Length / Term Unit | Length and unit of the current term in days/weeks/months/years. |
Renewal Start Date | Start date of the next renewal term (commercial/mixed, non-rolling). |
Renewal Length / Renewal Unit | Length and unit of the next renewal term. |
Renewal Expiry Date | Expiry date of the next renewal term. |
Final Renewal Expiry Date | Expiry date of the final renewal term. |
All Right Of Renewals | All rights of renewal dates, comma-separated in dd Mmm yyyy format. |
Rent Reviews | Comma-separated list of type, date, and updated rent for all future rent reviews. |
Bond Received | Total amount of bond received. |
Bond Owing | Total amount of bond still outstanding. |
Bond Total | Total amount invoiced for the bond. |
Trust Account Bank Details | Trust Account bank name and number on one line. |
Lease Break Title / Type / Conditions / Notes | Details from the lease break record. |
Lease Break Dates | All break dates, comma-separated in dd/mm/yyyy format. |
Lease Break Final Notification Dates | All final notification dates, comma-separated in dd/mm/yyyy format. |
Lease Break Next Break Date | Next available break date in dd/mm/yyyy format. |
Lease Break Next Final Notification Date | Next final notification date in dd/mm/yyyy format. |
Lease Break Next Length / Next Unit | Time to the next notification in days/weeks/months/years. |