Agreement Templates
Using custom Word templates for funding agreements
What are Agreement Templates?
Agreement templates allow you to customise the funding declaration document that parents sign. You can use the system-generated GOV PDF form or upload your own Word document template.
System-Generated Form vs Custom Template
| Feature | GOV PDF Form | Custom Template |
|---|---|---|
| Format | Standard DfE layout | Your design |
| Branding | Company logo only | Full customisation |
| Content | Fixed sections with custom terms | Fully customisable |
| Maintenance | Automatic updates | Manual updates required |
Creating a Template
- Navigate to Admin > Agreement Templates
- Click 'Add Template'
- Enter a name and description
- Upload your Word document (.docx format)
- Click 'Save'
Template Placeholders
Use placeholders in your Word document that will be replaced with actual data:
| Placeholder | Replaced With |
|---|---|
{{ChildName}} | Child's full name |
{{ChildDob}} | Child's date of birth |
{{ParentName}} | Parent/carer's name |
{{NurseryName}} | Nursery name |
{{HoursPerWeek}} | Funded hours claimed |
{{FundingPeriod}} | Period name (e.g., Spring 2025) |
{{ThirtyHourCode}} | 30-hour eligibility code |
{{TwoYearOldCode}} | 2-year-old eligibility code |
{{SignatureDate}} | Date of signature |
See the template details page for a complete list of supported placeholders.
Assigning Templates to Periods
Templates are assigned at the funding period level:
- Create or edit a funding period
- Select the template from the Agreement Template dropdown
- All submissions for that period will use the selected template
Nursery-Specific Templates
Templates can be created for specific nurseries:
- Global templates: Available to all nurseries
- Nursery-specific: Only available to the assigned nursery
When creating a template, optionally select a nursery to restrict its use.
Tip: Test your template with a draft submission before using it for live declarations. Check that all placeholders are replaced correctly.
Important: If you update a template, existing signed agreements are not affected. Only new agreements will use the updated template.