LOU Templates

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LOU templates define the structure, content, and branding of Letter of Understanding documents. Templates use placeholders that are automatically replaced with caregiver-specific and event-specific data when an LOU is generated. This ensures every caregiver receives a personalized, accurate document while maintaining organizational consistency.

Accessing LOU Templates

Navigate to Settings > LOU Templates in the left sidebar. The template list page displays all existing LOU templates.

Column	Description
Template Name	The name of the template.
Last Modified	The date the template was last edited.
Created By	The user who originally created the template.
Status	Active or Inactive. Only active templates are available for use in campaigns.

Creating a New Template

1. Click + New Template at the top of the template list page.
2. Enter a Template Name (e.g., "Standard LOU - 2026", "West Coast Assignment LOU").
3. Optionally enter a Description for internal reference.
4. Click Create to open the template editor.

The Template Editor

The LOU template editor is a rich text editor that allows you to compose the full content of the LOU document. It functions similarly to a word processor and supports formatting, layout, and placeholder insertion.

Editor Toolbar

The toolbar at the top of the editor provides the following formatting options:

Tool	Description
Bold / Italic / Underline	Standard text formatting.
Font Size	Adjust text size for headings, body text, and fine print.
Text Color	Change the color of selected text.
Alignment	Left, center, right, or justified alignment.
Bulleted / Numbered Lists	Create structured lists for policies, expectations, or terms.
Tables	Insert tables for compensation schedules, shift details, or other structured data.
Horizontal Rule	Insert a horizontal line to separate sections.
Page Break	Insert a page break for PDF generation.
Image	Insert your organization's logo or other images.
Hyperlink	Link to external resources or policy documents.
Insert Placeholder	Opens the placeholder picker (see Placeholders section below).

Placeholders

Placeholders are special tokens enclosed in double curly braces that are replaced with actual data when an LOU is generated for a specific caregiver and event. Placeholders are the key to creating reusable templates that produce personalized documents.

Available Placeholders

Caregiver Placeholders

Placeholder	Description	Example Output
{{caregiver_name}}	The caregiver's full name (first and last).	Jane Smith
{{caregiver_first_name}}	The caregiver's first name.	Jane
{{caregiver_last_name}}	The caregiver's last name.	Smith
{{caregiver_email}}	The caregiver's email address.	jane.smith@email.com
{{caregiver_phone}}	The caregiver's phone number.	(555) 123-4567
{{caregiver_specialty}}	The caregiver's clinical specialty.	RN
{{caregiver_bluesky_id}}	The caregiver's BlueSky CRM ID.	BSK-00412
{{caregiver_address}}	The caregiver's full mailing address.	123 Main St, Springfield, IL 62704

Event Placeholders

Placeholder	Description	Example Output
{{event_name}}	The name of the event.	Memorial Hospital Strike 2026
{{event_start_date}}	The event start date.	March 15, 2026
{{event_end_date}}	The event end date.	March 29, 2026
{{event_client}}	The client name associated with the event.	Memorial Health System

Assignment Placeholders

Placeholder	Description	Example Output
{{facility}}	The name of the assigned facility.	Memorial Hospital - Main Campus
{{unit}}	The assigned unit within the facility.	ICU
{{shift_type}}	The assigned shift type.	Day Shift (7:00 AM - 7:00 PM)
{{start_date}}	The caregiver's assignment start date (may differ from event start).	March 16, 2026
{{end_date}}	The caregiver's assignment end date (may differ from event end).	March 28, 2026
{{orientation_date}}	The date of required orientation or training.	March 15, 2026

Compensation Placeholders

Placeholder	Description	Example Output
{{pay_rate}}	The hourly pay rate.	$75.00/hr
{{overtime_rate}}	The overtime pay rate.	$112.50/hr
{{per_diem}}	The daily per diem amount.	$50.00/day
{{bonus}}	Any completion or sign-on bonus.	$500.00
{{travel_stipend}}	Travel reimbursement amount, if applicable.	$300.00

System Placeholders

Placeholder	Description	Example Output
{{current_date}}	The date the LOU is generated.	February 14, 2026
{{organization_name}}	Your organization's name from system settings.	HCSS Healthcare Staffing
{{lou_id}}	The unique LOU document identifier.	LOU-2026-00847

Inserting Placeholders

To insert a placeholder into your template:

1. Position your cursor where you want the placeholder to appear.
2. Click the Insert Placeholder button in the toolbar.
3. The placeholder picker dialog opens, organized by category (Caregiver, Event, Assignment, Compensation, System).
4. Click the desired placeholder to insert it at the cursor position.
5. The placeholder appears in the editor as a highlighted token (e.g., {{caregiver_name}}).

Alternatively, you can type the placeholder syntax directly (e.g., {{facility}}), and the editor will recognize and highlight it.

caution

Placeholder names are case-sensitive and must match exactly. A typo in a placeholder name (e.g., {{Caregiver_Name}} instead of {{caregiver_name}}) will result in the placeholder appearing as literal text in the generated LOU instead of being replaced with actual data.

Required Signature Fields

Every LOU template must include at least one signature field. Signature fields are inserted using the editor toolbar:

1. Position your cursor at the bottom of the document (or wherever the signature should appear).
2. Click Insert Signature Field in the toolbar.
3. A signature block is inserted, containing:
   • A signature line (where the caregiver will draw or type their signature).
   • A printed name line (auto-populated from {{caregiver_name}}).
   • A date line (auto-populated with the signing date).

You can customize the text above the signature field to include specific legal language or acknowledgment statements.

Multiple Signature Fields

Some organizations require multiple signatures within a single LOU (e.g., one for assignment acknowledgment and one for policy acknowledgment). You can insert multiple signature fields by repeating the insertion process at different positions in the document.

note

The caregiver must complete all signature fields before the LOU is considered signed. If any signature field is left empty, the caregiver cannot submit the document.

Preview

The template editor includes a preview function that shows how the LOU will look when generated with sample data.

Using Preview

1. Click the Preview button in the top-right corner of the editor.
2. The preview opens in a new panel or browser tab.
3. All placeholders are replaced with sample data so you can see the full document as a caregiver would see it.
4. The preview includes the signature block, header, and footer.

tip

Always preview a template after making changes. This helps catch formatting issues, missing placeholders, and layout problems before the template is used in production.

Template Best Practices

1. Keep language clear and professional -- Caregivers should be able to read and understand the LOU quickly. Avoid overly technical or legal jargon where plain language will suffice.

2. Use section headings -- Break the LOU into clearly labeled sections (Assignment Details, Compensation, Expectations, Policies, Signature). This makes the document scannable.

3. Highlight critical information -- Use bold text for key data points like pay rate, start date, and facility name. This ensures caregivers do not miss important details.

4. Include all required placeholders -- At a minimum, every template should include: {{caregiver_name}}, {{facility}}, {{start_date}}, {{end_date}}, {{shift_type}}, and {{pay_rate}}.

5. Test with real data -- After creating a template, generate a test LOU for a real caregiver to verify all placeholders resolve correctly and the formatting looks professional.

Editing an Existing Template

1. Navigate to Settings > LOU Templates.
2. Click the template name to open it in the editor.
3. Make your changes.
4. Click Save.

caution

Editing a template does not retroactively change LOUs that have already been generated or sent. Changes apply only to LOUs generated from the template after the edit.

Duplicating a Template

1. On the template list page, click the three-dot menu next to the template.
2. Select Duplicate.
3. A copy is created with the name "Copy of [Original Name]". Open it to rename and customize.

Deactivating a Template

If a template should no longer be used but you want to retain it for historical reference:

1. On the template list page, click the three-dot menu next to the template.
2. Select Deactivate.
3. The template's status changes to Inactive and it will no longer appear in the template selection dropdown when generating LOUs.

To reactivate, click the three-dot menu and select Activate.

Next Steps

• Sending LOUs -- Learn how to send LOUs to caregivers using your templates.
• LOU Overview -- Return to the LOU system overview.