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Policies: add a policy, track acknowledgements and new versions

Upload a policy, choose who must acknowledge it, track who has, and upload new versions.

2 min readLast updated

Applies to: People & Volunteers · Admin, Team member

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Upload each policy as a PDF with an owner, a review date and who it's for. Everyone in those audiences reads and acknowledges the current version (a tick and their typed name). Everyone can see Policies; only admins add and change them.

How to add a policy

  1. Step 1: Open Policies and go to Add a policy.
  2. Step 2: Enter the Title, choose an Owner (or all admins) and the Next review date (a year from today unless you change it).
  3. Step 3: Under Who must acknowledge it, tick the audiences. They follow your organisation: for example your staff, your providers, volunteers and facility hirers, or everyone on your people register for clubs, charities and peak bodies.
  4. Step 4: Clubs, charities and peak bodies can set Re-sign every (months) (1 to 120; 36 unless you change it). Leave it empty to sign once per version.
  5. Step 5: Choose the PDF (up to 10 MB) and select Add policy.

Everyone in the audiences is asked to acknowledge it by email straight away.

Track who has acknowledged

  • The totals show Live policies, Review due within 30 days, Past review date and Fully acknowledged.
  • Open a policy to see Who has acknowledged version …: each person, their audience, their status and the name they typed with the time.
  • People with no email are marked No email: can't be chased.
  • Acknowledgement report (CSV) downloads every live policy's current version, with who has and who hasn't acknowledged.

Upload a new version

  1. Step 1: Open the policy and go to Upload a new version.
  2. Step 2: Say What changed, set an optional New review date, and choose the PDF.
  3. Step 3: Select Upload version …. Everyone in its audiences must acknowledge the new version again.

Versions lists every version with who uploaded it and what changed; select Open to read an older one. Open current PDF opens the current one.

Change or archive a policy

  • Under Details, change the title, owner, review date or audiences, and select Save details.
  • Archive policy stops it needing acknowledging and stops it counting against anyone. Restore brings it back.
Your providers' requirements can also require a specific policy, so it counts towards their status. See Requirements and presets.
Open Policies
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