Template Library and Team Template Sharing

Browse BreezeDoc's pre-built template library and share custom templates with your team. This guide covers accessing the template library, using public templates, creating personal templates, sharing templates with team members, and managing template permissions.

Prerequisites

  • Account: Active BreezeDoc account
  • Plan: Template limits vary by plan (Free, Pro, Agency have unlimited templates)
  • Team Sharing: Agency plan required for team template sharing
  • Access: Editor or Owner role required to create templates (for team accounts)

What is the Template Library?

The BreezeDoc Template Library is a collection of pre-built, professionally designed contract templates that you can use to create documents quickly. Key features:

  • 50+ Templates – Pre-built contracts, agreements, and forms for common business needs
  • Professional Design – Legally sound templates drafted by professionals
  • One-Click Creation – Generate documents from templates instantly
  • Customizable – Modify any template to fit your specific needs
  • Free Access – Template library available on all plans
  • Search and Filter – Find templates by category or keyword

Accessing the Template Library

Step-by-Step: Browse the Template Library

  1. Log in to your BreezeDoc account.
  2. Click Templates in the main navigation menu.
  3. Look for Template Library tab or link at the top of the page.
  4. Click Template Library to browse public templates.
  5. You'll see a grid of template cards with:
    • Template preview thumbnail
    • Template title (e.g., "Service Agreement", "NDA", "Employment Contract")
    • Brief description
    • Use Template button
  6. Use the Search box to find specific template types.
  7. Scroll or use pagination to browse all available templates.

Direct Library Access

Access the template library directly at:

  • URL: [your-breezedoc-url]/templates/library
  • Public Access: Available without login (browse only; login required to use)
  • Shareable: Share template library URL with colleagues

Template Categories

Business Contracts

  • Service Agreements / Master Service Agreements (MSA)
  • Statement of Work (SOW)
  • Independent Contractor Agreement
  • Consulting Agreement
  • Freelance Contract
  • Non-Disclosure Agreement (NDA)
  • Non-Compete Agreement
  • Confidentiality Agreement
  • Settlement Agreement
  • Release of Liability

Employment Documents

  • Employment Contract / Offer Letter
  • Employee Handbook Acknowledgment
  • Termination Agreement
  • Performance Improvement Plan
  • Remote Work Agreement

Real Estate

  • Lease Agreement / Rental Agreement
  • Property Management Agreement
  • Sublease Agreement
  • Real Estate Purchase Agreement

Financial Forms

  • Invoice Templates
  • Payment Agreement / Promissory Note
  • W-9 Form
  • 1099 Form

Using Templates from the Library

Step-by-Step: Create a Document from Template

  1. Browse the Template Library and find the template you want to use.
  2. Click on the template card to view details (optional preview).
  3. Click Use Template button.
  4. If not logged in, you'll be prompted to log in or create an account.
  5. BreezeDoc generates a new document from the template.
  6. The document editor opens with:
    • Template content pre-filled
    • Placeholder fields marked (e.g., [Company Name], [Date])
    • Suggested signature and field locations
  7. Customize the document:
    • Edit text to match your specific agreement
    • Add or modify fields (signature, text, date, etc.)
    • Adjust formatting as needed
  8. Add recipients and send for signing.

Customizing Template-Based Documents

  • Editable Text: All template text can be modified to fit your needs
  • Add Fields: Place signature, text, checkbox, date, initials, or dropdown fields
  • Remove Sections: Delete clauses or sections that don't apply
  • Add Clauses: Insert additional terms or conditions
  • Save as Personal Template: Save your customized version for future reuse

Creating Personal Templates

What are Personal Templates?

Personal templates are reusable document templates you create from scratch or by saving customized versions of library templates. Benefits:

  • Time Savings – Reuse documents you send frequently
  • Consistency – Ensure all documents follow your standard format
  • Branding – Include your logo, colors, and company information
  • Field Placement – Pre-place fields in standard locations
  • Private – Personal templates are only visible to you (unless shared with team)

Step-by-Step: Create a Personal Template

  1. Go to Templates from the main menu.
  2. Click + Create Template button.
  3. Upload a PDF file or start with a blank document.
  4. Enter a template title (e.g., "My Service Agreement Template").
  5. Open the document editor.
  6. Add fields where recipients should sign or enter information:
    • Signature fields for client and yourself
    • Text fields for names, addresses, dates
    • Checkbox fields for acknowledgments
    • Date fields for signature dates
  7. Assign fields to the correct recipients (parties) using color coding.
  8. Click Save Template.
  9. The template appears in your My Templates list.

Saving Existing Documents as Templates

Convert any document into a reusable template:

  1. Open a completed or draft document.
  2. Look for Clone, Duplicate, or Save as Template option.
  3. Click the option to create a copy.
  4. The copy is saved as a template in your templates list.
  5. Recipient-specific information is removed, but fields and structure remain.

Template Limits by Plan

Free Plan

  • Personal Templates: Unlimited
  • Template Library Access: ✅ Full access
  • Team Sharing: ❌ Not available

Pro Plan ($19/month)

  • Personal Templates: Unlimited
  • Template Library Access: ✅ Full access
  • Team Sharing: ❌ Not available (Pro is single-user)

Agency Plan ($49/month)

  • Personal Templates: Unlimited
  • Template Library Access: ✅ Full access
  • Team Sharing: ✅ Share templates with up to 10 team members
  • Team Templates: Shared template workspace for collaboration

Sharing Templates with Teams

What is Team Template Sharing?

Team template sharing (Agency plan only) allows team members to access and use shared templates. Benefits:

  • Centralized Templates – All team members use the same approved templates
  • Version Control – Update templates once, everyone sees changes
  • Brand Consistency – Ensure all team documents follow company standards
  • Collaboration – Editors can create and maintain templates for team use
  • Access Control – Role-based permissions for template management

Accessing Team Templates

  1. Go to Templates from the main menu.
  2. At the top of the page, you'll see a team selector dropdown (if you're on an Agency plan team).
  3. Select your team from the dropdown.
  4. You'll see two tabs or sections:
    • My Templates – Your personal templates
    • Team Templates – Shared templates available to all team members
  5. Click Team Templates to view shared templates.

Creating a Team Template

Owners and Editors can create templates for the team:

  1. Switch to your team context using the team selector.
  2. Click + Create Template while viewing Team Templates.
  3. Upload a PDF or design your template.
  4. Add fields and configure the template.
  5. Click Save Template.
  6. The template is now available to all team members.

Team Template Permissions by Role

  • Owner: ✅ Create, edit, delete, and use team templates
  • Sender: ✅ Use team templates to create documents; ❌ Cannot create or edit templates
  • Editor: ✅ Create, edit, and use team templates
  • Viewer: ✅ View and use team templates; ❌ Cannot create or edit

Managing Templates

Viewing Your Templates

  1. Go to Templates from the main navigation.
  2. You'll see a list of your templates with:
    • Template preview thumbnail
    • Template title
    • Created date
    • Actions: Use, Edit, Delete
  3. Use the search box to filter templates by name.
  4. Templates are sorted by most recently created first.

Editing Templates

  1. Go to Templates page.
  2. Find the template to edit.
  3. Click Edit button/icon.
  4. The template editor opens.
  5. Make changes to fields, text, or layout.
  6. Click Save to update the template.
  7. All future documents created from this template use the updated version.

Note: Editing a template does not affect documents already created from it—only new documents use the updated template.

Deleting Templates

  1. Go to Templates page.
  2. Find the template to delete.
  3. Click Delete icon (trash icon).
  4. Confirm deletion when prompted.
  5. The template is permanently removed.

Important: Deleting a template does not delete documents created from it. Existing documents remain intact.

Template Best Practices

Designing Effective Templates

  • Clear Field Labels: Add text labels near fields ("Name:", "Signature:", "Date:")
  • Consistent Formatting: Use the same fonts, sizes, and spacing throughout
  • Required vs Optional: Mark critical fields as required; leave optional fields unrequired
  • Logical Flow: Arrange fields in the order recipients naturally complete them
  • Test Before Sharing: Create a test document to ensure all fields work correctly

Template Naming Conventions

  • Descriptive Names: "Client Service Agreement - 2024" (not "Template 1")
  • Include Version: "NDA Template v2.0" for version tracking
  • Client/Project Specific: "Acme Corp Service Agreement" for client-specific templates
  • Date Updated: "Employment Contract - Updated May 2024" for time-sensitive templates

Managing Team Templates

  • Designate Template Managers: Assign Editors to maintain team templates
  • Regular Reviews: Quarterly review templates for outdated terms or legal changes
  • Archive Old Versions: Delete or rename outdated templates to avoid confusion
  • Naming Standards: Enforce consistent naming across team templates
  • Documentation: Add notes about when to use each template

Troubleshooting

Issue: Cannot see Template Library link

Fix: Go to Templates main page and look for "Template Library" tab at the top. If not visible, access directly via URL: [your-domain]/templates/library. Refresh your browser to ensure the page loaded correctly. Template Library is available on all plans—no upgrade required.

Issue: Use Template button doesn't work or redirects to login

Fix: You must be logged in to use templates. Create a BreezeDoc account or log in first. After logging in, return to the template library and try again. If issue persists, clear browser cookies and cache, then log in again.

Issue: Cannot create personal template - says limit reached

Fix: Modern BreezeDoc plans (Free, Pro, Agency) have unlimited templates. If you see a limit error, you may be on a legacy plan. Check your plan in Account ➜ Billing. Contact support to migrate to a current plan with unlimited templates.

Issue: Team Templates section is missing

Fix: Team template sharing requires Agency plan ($49/month). Verify your plan in Account ➜ Billing. If on Free or Pro plan, upgrade to Agency to unlock team collaboration features. Additionally, ensure you are a member of a team—if no team exists, create one in Account ➜ Team.

Issue: Cannot edit team template - buttons are greyed out

Fix: Check your team role in Account ➜ Team. Only Owners and Editors can edit team templates. Senders and Viewers can use templates but cannot modify them. Ask a team Owner to change your role to Editor if you need editing permissions.

Issue: Template fields don't appear in created document

Fix: Ensure you saved the template after adding fields. Open the template in the editor and verify fields are present. When creating a document from the template, fields should appear immediately. If fields are missing, the template may not have saved properly—recreate and save the template.

FAQ

Q: Is the Template Library free to use?

A: Yes! The Template Library is available on all BreezeDoc plans (Free, Pro, Agency). Browse and use any template at no additional cost.

Q: How many personal templates can I create?

A: Unlimited on all current plans (Free, Pro, Agency). Create as many templates as you need for your business.

Q: Can I share templates with people outside my team?

A: No, template sharing is limited to team members within your BreezeDoc Agency account. To share with external users, export a document created from the template and send the PDF.

Q: What happens to documents if I delete a template?

A: Deleting a template does not affect documents already created from it. Existing documents remain fully functional and accessible.

Q: Can I customize library templates?

A: Yes! When you use a library template, it creates a new document that you can fully customize. Edit text, add/remove fields, and modify any content. You can also save your customized version as a personal template.

Q: Do team templates sync automatically when updated?

A: Template updates only affect new documents created after the update. Documents already created from the old version are not automatically updated. To apply changes to existing documents, you must create a new document from the updated template.


Need more help? Contact our support team – we are here to help!

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