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Company Policies

The place where company policies live, get published, and are formally acknowledged by the people they apply to.

Overview

Policies is where HR writes, publishes, and manages the organization's official documents — things like a Code of Conduct, leave policy, or IT acceptable-use guidelines.

Everyone the policy applies to can read it and confirm they've read and understood it, and HR can see exactly who has and hasn't done so. When a policy changes meaningfully, HR can publish a new version, which asks everyone to acknowledge it again — agreeing to last year's version is not the same as agreeing to this year's.

Who uses it

  • HR Admins: Write, publish, revise, and archive policies; choose who each one applies to; decide whether acknowledgement is required; and see who has and hasn't acknowledged each one.
  • Managers and Employees: See the policies that apply to them, read the text or an attached document, and confirm they've read and understood each one that requires it.

What you can do here

HR

  • Write a new policy with a name, category, a short summary, and the full text — or attach an actual document instead of typing it out.
  • Choose who a policy applies to: everyone, specific departments, or specific roles.
  • Decide whether people must actively acknowledge a policy, or whether it's just for reference (like a benefits summary) that nobody needs to sign off on.
  • Set an effective date and a review-by date as a future reminder.
  • Publish, revise as a new version, or archive/restore a policy — archiving keeps the full acknowledgement history rather than deleting anything.
  • See what percentage of the intended audience has acknowledged a policy, and download a list of who's outstanding.

Everyone

  • See a personal list of policies that apply to them, with anything needing action shown first and expanded automatically.
  • Read the full text or open an attached document and press “I have read and understood” to record their acknowledgement, tied to the exact version they saw.

Step-by-step: Publishing a policy and tracking acknowledgement

  1. 1HR selects “New policy,” names it, picks a category, and types the text or attaches a document.
  2. 2HR chooses who it applies to and whether acknowledgement is required.
  3. 3HR sets the version number and an effective date, then publishes — everyone affected is notified in-app.
  4. 4Each employee opens Policies, reads the text or document, and presses “I have read and understood.”
  5. 5HR opens “Who has read it” at any time to see the acknowledgement rate and download a list of who's still outstanding.
  6. 6If a later revision is marked significant, publishing the new version resets acknowledgement and everyone is asked again — their earlier acknowledgement stays on record separately.

How it connects to other modules

  • Employee Lifecycle onboarding: new joiners are asked to acknowledge relevant policies as part of getting set up, using the same acknowledgement records.
  • Notifications: publishing or updating a policy sends an in-app notification, cleared automatically once acknowledged.
  • Documents & e-Signatures: policies use a one-click acknowledgement; anything needing a real signature is sent through Documents instead.

Good to know

  • A policy is never permanently deleted, only archived — this preserves the historical record of who agreed to what, and when.
  • A policy with a future effective date won't appear in anyone's list, or count against anyone, until that date arrives.
  • If HR marks a revision as requiring re-acknowledgement, everyone is notified again and the old acknowledgement does not carry over.
  • Ordinary edits (fixing a typo, changing the category) don't reset acknowledgement or send a new notice — only a genuine new version does.
  • Publishing a policy never emails the whole company automatically — it only creates an in-app notice, a deliberate choice rather than a side effect.