A reusable document design, built in the Document Editor and configured per collection, used to generate documents such as purchase orders or delivery notes with data merged in from a record.

s share the same page design - a standard cover sheet, a terms-and-conditions page, a branded header layout - you don't need to rebuild it each time. A Page Layout
Page Layout
A reusable page design you can apply across multiple Document Templates to keep formatting consistent.
lets you design that page once and reuse it across as many templates as you like.

Page Layouts are available on the Max plan, as part of the Document Editor. If you can't see this pane, ask your System admin to check your organisation's plan.

1. Managing Page Layouts

Page layouts are organisation-wide, so they're managed centrally rather than per collection.

You'll need to be a System admin to manage Page Layouts.

1. Open Page Layouts settings

Go to Settings → Organisation → Page Layouts.

2. Review existing layouts

Each layout in the list shows its icon, title and description.

3. Add a layout

Click Add Layout. In the Add page layout dialog, set an Icon, Title and, optionally, a Description, then click Add.

Your new layout starts empty - the next step is to design its content in the editor.

2. Designing a Layout

1. Open the layout editor

From the Page Layouts list, click Edit next to the layout you want to design. This opens the same editor used for document templates, in layout mode.

2. Add content

Use the editor's toolbar to add text, tables, images, your logo, and Merge Field

Merge Field

A placeholder inserted into a Document Template using the @ picker that pulls in a value — such as a field, signature or piece of metadata — when the document is generated.

s in exactly the same way you would in a document template - see Document Templates for the full editor reference, including how the @ picker inserts fields.

3. Design multiple variations (optional)

A single layout can hold more than one page variation, for cases where a page's content might spill onto extra sheets - for example, a line-items table that sometimes needs a continuation page.

Changes to a layout save automatically as you work.

3. Applying a Layout to a Document Template

Once you have at least one page layout, it becomes available whenever you add or update a page inside a document template's editor.

1. Add a page using a layout

In a document template, click Add Page. If any page layouts exist, you'll see a Custom Layouts section in the dropdown alongside the plain Blank option - select the layout you want.

2. Change a page's layout

With a page selected, open the Page Layout section in the sidebar and select a different layout, or None to detach it.

3. Update a page from its layout

If you edit the layout later, existing pages built from it don't update automatically. Open the page, then click Update from Layout next to the Page Layout dropdown to pull in the latest design.

If the layout's page size doesn't match the document's, Kinabase asks whether to update the document's page size to match.

4. Editing and Removing Layouts

From the Page Layouts list, click the options menu (⋯) next to a layout for:

Properties - update the icon, title or description
Edit - open the layout in the editor
Delete - permanently remove the layout

Deleting a layout doesn't change pages already built from it in existing templates - it only removes the layout itself, and the option to apply or update from it going forward.

5. Best Practices

Standardise repeat pages - build a layout for anything that appears across multiple templates, like cover pages or terms and conditions.
Name layouts clearly - use descriptive titles so colleagues pick the right one when adding a page.
Keep branding centralised - combine layouts with your Brand Guide so a single style update flows through to every template that uses them.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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