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Payslip Templates

Payslip Templates in CloudHR define the layout and structure of employee payslips generated after payroll is finalized.

Only one template can be active at a time. The active template is used for all payroll runs.

Navigate to: Payroll → Settings → Payslip Templates

How It Works​

  1. Multiple payslip templates are available in the system.
  2. Admin previews each template design.
  3. Admin sets one template as Active.
  4. Active template is used during payroll finalization.
  5. Employees receive payslips in the selected format.

Template List​

Each template shows:

FieldDescription
NameTemplate display name
CodeInternal template code
StatusActive or Inactive

Preview a Template​

  1. Click Preview next to the template.
  2. The system generates a sample payslip PDF.
  3. The preview opens in a viewer.

Preview helps verify:

  • Earnings and deductions layout
  • Company info placement
  • Employee details section
  • Net salary section
NOTE

Preview does not affect any payroll data or the active template setting.

Set Active Template​

  1. Click Set Active on the desired template.
  2. The template becomes the default for all future payslips.

If another template was previously active, it will be replaced automatically.

Important Rules​

  • Only one payslip template can be active at a time.
  • Changing the active template affects future payslips only.
  • Past generated payslips remain unchanged.
  • Activate the template before running payroll to ensure the correct format is used.

When to Change Template​

Change the active template when:

  • Company branding changes
  • Layout needs modification
  • A compliance format is required
  • New statutory fields need to be displayed

Best Practices​

  • Preview the template before activating it.
  • Ensure all relevant salary components display correctly in the preview.
  • Avoid frequent template changes mid-cycle.