Policies — reading, signing, and authoring

What every employee has to do with a policy, how authors create one from a template, upload or paste, and how compliance is tracked.

Updated Jul 26, 2026

Operations → Policies

Policies are the HR and compliance layer — code of conduct, health and safety, privacy, harassment, attendance, social media, confidentiality, the employee handbook.

They sit in Operations, not in Settings, because every employee has to read and sign them. Only authoring is restricted.

If you're an employee

You need to do two things: read the policy, and acknowledge it.

When a policy that requires acknowledgment is published — or its version is bumped — you're prompted to sign at your next sign-in. Read it, then acknowledge.

Your signature and its timestamp are permanently logged against the exact version you signed. That record is the point of the feature: it's what proves the business told you, and what proves you read it.

You can revisit any policy at any time from Operations → Policies. If you can read but not author, the sidebar shows a small eye icon next to the link — that's expected, not a fault.

Acknowledgment prompts are skipped on read-only reporting pages, so a manager reviewing numbers isn't blocked by an HR overlay on every report. The prompt still reaches you everywhere else, and the notification bell keeps the item visible.

If you author policies

Authoring needs the policy-management permission. New policy offers five ways in:

Route	Use it when
Start from a template	You want a solid starting draft. Templates prefill your business name, HR contact and jurisdiction.
AI Policy Studio	You want a draft generated from a description. Only available when the AI assistant is enabled for your business.
Upload a document	You already have the policy as a PDF, `.docx`, or HTML file.
Paste HTML	You're bringing it from another system. The pasted markup is sanitised before it's stored.
Blank	You'd rather write it yourself.

Uploads accept PDF, .docx and .html only, and are size-limited — the editor tells you the maximum.

Fields

Title and optional category
Summary — a one-liner shown in lists and on the acknowledgment overlay. Worth writing well; for many staff it's the only part they read carefully.
Require acknowledgment — when on, every employee must sign it at next login

Draft, then publish

A new policy is created as a draft. Review it — particularly the extracted text from an upload or the sanitised output of a paste — and publish when you're satisfied.

Versions and re-acknowledgment

Bumping a policy's version resets everyone's acknowledgment and asks the whole team to sign again. That's correct for a substantive change and wasteful for a typo. Save the version bump for changes that alter what someone is agreeing to.

When you edit and re-publish with a version bump, the app confirms it: "Version bumped. Team must re-acknowledge."

You can also replace the attached file on an uploaded policy — the signature record then attaches to the file you uploaded.

Compliance tracking

Compliance (admin only) shows, per employee: how many policies they've acknowledged, out of how many, as a percentage — plus exactly which ones are missing.

A policy someone signed at an older version is flagged separately from one they've never signed, so you can tell "hasn't read it at all" from "read the previous edition".

Filter to only missing to get your chase list.

Policies versus notes

	Policies	Notes
Subject	Conduct, safety obligations, privacy, employment	How to do the work
Who can author	Policy-management permission only	Anyone who can create notes
Who can read	Everyone with policy view	Depends on the note's visibility
Signature	Permanently logged against the version	Acknowledgment logged, optional per note

If it would go in an employee handbook, it's a policy. If it would go on a laminated card by the machine, it's a note.