What Compliance owns
- Policies — company policy documents distributed to employees
- Acknowledgements — employee sign-off records per policy version
- Audit trail — permanent, tamper-proof log of all acknowledgement activity
Data flows into Compliance from
| Module | What it sends |
|---|---|
| HR | Employee records for policy assignment |
Acknowledgement records are permanent and cannot be deleted, even by Admins. This is intentional — the immutability of the audit trail is what makes it defensible in legal and regulatory contexts.
Common tasks
Create and publish a policy
Name the policy
Use a clear, official name (e.g. Code of Conduct v1.0, Remote Work Policy, Data Protection and Privacy Policy).
Add the policy content
Write the policy directly in the rich text editor, or upload a PDF document. Both are supported — the uploaded PDF is what employees read, while the rich text version serves as the searchable record.
Set an effective date
Enter the date from which this policy is in force. Employees see this date when reading the policy.
Assign to employees
Choose All employees, or select specific departments, locations, or roles. New employees added after publication in the assigned groups will automatically receive the policy.
Set an acknowledgement deadline (optional)
Specify by when employees must have acknowledged. Employees who miss the deadline are escalated to overdue status.
Track and chase acknowledgements
View acknowledgement status
The policy overview shows a summary: total assigned, acknowledged, pending, and overdue. Below is a per-employee list with their current status.
Filter by status
Filter to Pending or Overdue to see only the employees who have not yet acknowledged.
Send reminders
Select all pending or overdue employees and click Send Reminder. Each receives an email with a direct link to the policy. You can send reminders as many times as needed.
Update a policy to a new version
Click Publish New Version
You will be asked to confirm this is a new version — not an edit of the existing version. Once published, the previous version is locked and cannot be changed.
All assigned employees must re-acknowledge
Publishing a new version resets acknowledgement status for all assigned employees. Previous acknowledgements are preserved against the version they applied to.
Run a compliance audit report
Review
The report shows every acknowledgement event: employee name, policy name and version, acknowledgement date and time, and IP address. This is the report to present during regulatory audits or HR investigations.
Assign a policy to a new employee during onboarding
Policy acknowledgements are assigned automatically
If the new employee’s department, role, or location matches the assignment criteria of a published policy, they will automatically receive it — no manual assignment needed.
Troubleshooting
An employee says they did not receive the policy notification
An employee says they did not receive the policy notification
Check that the employee has a valid system login and that their account is active. Notifications are only sent to active user accounts — employees without a login cannot receive them. Also check Settings → Notifications to confirm that compliance notification emails are enabled.
An employee acknowledged the policy but it still shows as Pending
An employee acknowledged the policy but it still shows as Pending
Ask the employee to confirm which link they used. If they opened the policy but did not click the I Acknowledge button at the end, it will not register. Acknowledgement requires an explicit action — reading alone is not recorded. Ask them to return to the policy and complete the acknowledgement.
I published a new version but previous acknowledgements are now gone
I published a new version but previous acknowledgements are now gone
Previous acknowledgements are not deleted — they are archived against the previous version. To see them, open the policy → Version History → select the older version → view its acknowledgements. The current version shows only the acknowledgements for that version.
I need to assign a policy to a single employee, not a whole department
I need to assign a policy to a single employee, not a whole department
When publishing or editing a policy’s assignment, switch from department/role selection to Individual Employees and search for the specific employee. This is useful for policies that apply only to certain roles or for late joiners.
The audit report is missing some acknowledgements from a specific date
The audit report is missing some acknowledgements from a specific date
The audit report covers all acknowledgements recorded in the system. If entries appear missing, they may have been made on the previous version of the policy. Run the report filtering to All versions rather than the current version only.
FAQ
Can employees read and acknowledge policies on mobile?
Can employees read and acknowledge policies on mobile?
Yes. The employee-facing compliance interface is fully mobile-responsive. Employees can read the policy and submit their acknowledgement from any device, including smartphones.
How long are acknowledgement records retained?
How long are acknowledgement records retained?
Acknowledgement records are retained indefinitely. They cannot be deleted by any user, including Admins. If your company has a data retention policy that requires deletion, contact support — this requires a formal legal hold review.
Can I see a single employee's compliance status across all policies?
Can I see a single employee's compliance status across all policies?
Yes. Open the employee’s record in HR → Compliance tab. This shows all policies assigned to them, the version they acknowledged, and the date. It is the fastest way to check an individual employee’s compliance standing.
Can I require employees to complete a short quiz before acknowledging?
Can I require employees to complete a short quiz before acknowledging?
Not currently. Acknowledgement is a declaration that the employee has read and understood the policy — there is no quiz component at present. If comprehension testing is required, this is typically handled outside the system as part of the HR onboarding process.
What is the difference between Pending and Overdue?
What is the difference between Pending and Overdue?
Pending means the employee has been assigned the policy but has not yet acknowledged it, and the deadline (if set) has not passed. Overdue means the acknowledgement deadline has passed without acknowledgement. Both receive reminder emails — Overdue employees are additionally escalated to their manager.
See also
HR
Assign compliance policies automatically during employee onboarding.
Reports
Run compliance audit reports to see acknowledgement rates across the organisation.
Settings
Configure compliance notification schedules and escalation rules.