Policies
Policies lets HR admins upload, share, and track company policies, and lets employees view, download, and acknowledge the policies shared with them.
This feature gives HR admins a dedicated space to upload company policies, share them with staff, and request that staff read and acknowledge them.
Employees see the policies shared with them, can preview or download them, and can acknowledge reading the ones that need acknowledgement.
Before Policies, these documents lived in Company Files which can become a crowded space. Policies pulls them into their own space with sharing, signing and tracking built in.
There are two types of policy:
View only: shared for visibility. Employees can view and download it. No signature is needed.
Acknowledgement required: employees must tick to acknowledge reading the policy. The HR admin can track who has acknowledged and who is still pending.
Supported file types
Policies only accepts pdf, csv, jpg, jpeg and png. This is because the preview component can only display these formats. Anything else, including Word documents, needs to be converted to pdf before it can be shared.
Upload, share, and track company policies
Open Manage>Policies
The Active tab lists all live policies.
The Archive tab holds policies that have been archived.
Use the search bar to find a policy by name.
Two actions sit at the top of the page:
Add a policy: upload a new policy file.
Import from company files: bring existing files across from Company Files.
Step 1: Add a policy
1. Select Add a policy
2. Upload the file by selecting it or dragging and dropping it. (pdf, csv, jpg, jpeg and png only)
3. Rename the policy appropriately
Step 2: Share the policy and set the acknowledgement requirement
Decide who gets the policy and whether they need to acknowledge it.
1. Choose who to share with. There are two sections, Managers and Employees, to make selection easier.
2. Set the acknowledgement requirement. This is compulsory and is one of two options:
- View only: no signing or acknowledgement needed.
- Request acknowledgement: employees must acknowledge the policy.
3. Select Done. The policy uploads and appears on the landing page.
NOTE: You do not have to share a policy when you add it. You can add it now and share it later from the policy details using Edit access.
Step 3: Exploring Policies
The Policy Tab
Each policy on the Active tab shows at a glance:
The policy name
A status chip showing whether it is view only, requires acknowledgement, or has been acknowledged
A progress bar for acknowledgement policies, showing how many people have acknowledged, for example one out of three
How many people the policy is shared with
When it was published
Card actions include View, Download, and an ellipsis (...) menu with Edit access, Rename and Archive.
Policy Details
Open Details from a policy to see a fuller screen. It shows the policy name, whether it is view only or requires acknowledgement, how many people it is shared with, when it was published, and who uploaded it. From here you can Rename the policy or Edit access, which opens the same sharing dialog used when adding a policy.
The details screen has three states:
Not shared: no employees have access yet. Use Edit access to share it.
Shared, view only: a table of employee names with a view only status.
Shared, acknowledgement required: a table of employees showing who has acknowledged and who is still pending.
Not Shared - no employee have access.
Shared with one person, view only
Shared with many, acknowledgement required
Step 4: Importing from company files
Before Policies, these documents lived in Company Files. Import from company files button lets admins move the right files across themselves.
1. Select Import from company files to open the dialog. It shows the files in Company Files that are in a supported format.
2. Select them in bulk or individually, then import them into the policy space.
When a file is imported, all the access it had in Company Files is removed. It lands in Policies as view only and shared with no one. The card shows shared with zero people. Use Edit access to share it and set whether it needs signing.
If you do not have any company files or files of the supported types a Dialog will inform you 'No company files are available to import'
Archiving
Archiving a policy moves it to the Archive tab. Once archived, it no longer appears in the policy space for admins or employees.
You can reactivate a policy from the Archive tab, and it returns to the state it was in before.
You can reactivate a policy from the Archive tab, and it returns to the state it was in before.
Archiving a policy does not delete its task list. For an acknowledgement required policy, the published task list and its tasks stay in the task space and can still be seen and interacted with. The HR admin who manages the policy can still track these task lists in the task space. If the policy is reactivated, it returns to the state it was in before.
How acknowledgement policies connect to Tasks
Acknowledgement required policies appear in the policy space and also create a task in the employee’s task space.
When an HR admin shares a policy and requests acknowledgement, the system automatically creates a task list named after the policy, with a task named after the policy. The admin does not create this manually.
The employee can acknowledge the policy from either place:
If they sign it in the policy space, the matching task is marked complete.
If they complete it from the task space by ticking I acknowledge I have read and understood this policy, the policy shows as signed.
The two spaces stay in sync. Acknowledging in one marks it complete in the other.
If a policy is switched to view only the whole task list is deleted, not moved to draft. If the policy is later shared again with the same employees, a new task is created.
Removing an employee from the policies acknowledgement will remove them from the tasks whether they have acknowledged or not.
The Employee Experience
Employees open Policies from the bottom of their menu. Each card shows
- The policy name
- Whether they have signed it, and when
- Whether signing is required or it is view only
- When the policy was published
Employees can search their policies by name.
Policies shared as view only have view and download buttons.
Policies that need acknowledging show a View and Acknowledge button. When the employee opens it:
1. The policy preview opens, with the policy name and a Acknowledgement required chip.
2. The employee ticks the box that says I acknowledge I have read and understood this policy.
3. The Acknowledge button becomes available once the box is ticked.
4. The employee acknowledges, the policy is recorded as acknowledged, and the chip status updates.
Once acknowledged, the policy can be viewed and downloaded in the same way as a view only policy.