Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access level: Admin
The Policies feature allows you to choose from Employment Hero's pre-made content or upload your own documentation and then share the content with your employees. You can also use the Policies feature to edit the information if it changes, archive a document you no longer need and/or delete a policy. Once a policy shows the status of archived, an employee can no longer acknowledge it.
Once you have created an organisation policy, learn how to send it to employees in this article.
Getting started
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Add templates button.
- Click the Preview button for the template you want to use.
- Click the Choose this template button.
- Click the I Accept button.
- Edit the required customisable fields.
Helpful Hint
The template will show the available customisable fields in purple text, while the removable options have a pink border.
- Click the Save As Draft button.
- Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
- Choose from the following sharing options:
- All Employees.
- All Contractors.
- Share to individuals that match any of the following:
- Team.
- Location.
- Employing entity.
- Individual.
- Click the Publish button.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Upload files button.
- Click or drag the required file onto the Upload tile.
- Click the Upload button.
- Edit the name of the policy.
- Click the Save all button.
Daily activities
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Filter button.
- Choose from the following:
- Show all.
- Status:
- Published.
- Draft.
- Archive status:
- Archived.
- Active.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Actions button.
- Click the Share button.
- Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
- Choose from the following sharing options:
- All Employees.
- All Contractors.
- Share to individuals that match any of the following:
- Team.
- Location.
- Employing entity.
- Individual.
- Click the Publish button.
Data management
You can only edit uploaded policies within Policy Management. You can edit templated policies by going to Compliance Document templates Actions Edit template.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Actions button.
- Click the Edit button.
- Click the Reupload button to upload a new file.
- Click the Reupload button.
- Click or drag the required file onto the Upload tile.
- Click the Upload button.
- Click the Sharing Options button.
- Click the Is this Policy mandatory? checkbox if all employees must acknowledge the policy.
- Choose from the following sharing options:
- All Employees.
- All Contractors.
- Share to individuals that match any of the following:
- Team.
- Location.
- Employing entity.
- Individual.
- Click the Publish button.
Important
As mentioned above, you can use Employment Hero templates when creating policies for your company. When these templates get updated, the changes made to them do not automatically apply to the policies based on them.
The Update from Template feature lets you update existing policies (that you created from our templates) into the most recent version of the templates they were based on.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Actions button.
- Click the Update from Template button.
- Click the Choose this Template button.
- Read the disclaimer.
- Click the I Accept button.
- Edit the areas highlighted in pink.
- Click the Save As Draft button.
Helpful Hint
You can exit the screen now if you do not want to publish the document yet. Your progress will still be saved. If you want to publish the policy now, please proceed to the next step.
- Enter the following:
- Is this policy mandatory?
- Who would you like to share this policy with?
- Click the Publish button.
Helpful Hint
Your updated policy has now been published.
Removing and restoring data
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Actions button.
Helpful Hint
You can only archive a policy if its status is Published.
- Click the Archive button.
- Click the Archive button.
Helpful Hint
You can only un-archive a policy if:
- Its status is Archived.
- It is a parent policy, not a child policy.
A child policy will have a document title showing version at. For example, in the image below, "Code of Conduct - version at 08/07/2019" is a child policy.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Filter button.
- Click the Archived checkbox.
- Click the Actions button.
- Click the Unarchive button.
- Click the Unarchive button.
- Click the Compliance menu.
- Click the Policy Management submenu.
- Click the Actions button.
Helpful Hint
You can only delete a policy if its status is Draft.
- Click the Delete button.
- Click the Delete button.
Further information
- Everyone selected in the sharing options receives an email of the updated policy.
- The existing version of the policy is archived and a new policy version is created which requires a fresh set of acknowledgements.
- If Existing recipient + Mandatory + Acknowledged → Does not receive an email.
- If Existing recipient + Mandatory + Not acknowledged → Does not receive an email.
- If Existing recipient + Optional (Cannot be acknowledged) →Does not receive an email.
- If New recipient + Mandatory (Has not been acknowledged since it is new) → Receives an email.
- If New recipient + Optional (Cannot be acknowledged) → Receives an email.
Helpful Hint
Please be aware if you update a Policy to Mandatory this will trigger an email
You will not trigger platform emails when a policy is archived / unarchived.
Explore related content
- Send organisation policies to employees This feature allows you to share the policies you have created with your workforce.
- Policies and induction content reporting | HR Web Platform This feature allows you to create a report on what documentation your employees have acknowledged and what is still overdue.
Comments
There is a lot to f information
Is there a way to make completing the Medical Disclosure mandatory by the employee at the onboarding stage?
Good question. I would like to do this too. Thank you.
Hi Kerryn Lee and Toni Adler yes you can make the Medical Disclosure mandatory during onboarding. First you need to go the the Employee file customisation | HR Web Platform article and enable the Medical Disclosure feature during onboarding. Then if you look at the Onboarding process for a new employee via the HR platform you can see what the Medical Disclosure step looks like during onboarding for an employee.
Can I use hyperlinks in a uploaded policy?
Is there a way to assign a policy to one particular employee?
Hi HR TeamKids,
I have created a ticket as the support team will be able to assist with process questions. The ticket number is Request # 1080117 and you will receive an email confirming your request. Thank you.
Hi Toni Flynn
I have created a ticket as the support team will be able to assist with process questions. The ticket number is Request # 1080116 and you will receive an email confirming your request. Thank you.
Is it possible to have policy types eg Admin, Clinical, WHS etc with the ability to filter?
We have a Team that has been given the task of getting all our Company Policies up to date.
We need to give them access to Manage the Policies but NOT to Employees Pay records and Settings.
How do we do this?
I have a policy which contains hyperlink to another policy. However, an unauthorised error message occurred when the link is clicked. Is there a solution to this?
Hi Ronald Kidd, thank you for your question. You can use the Custom Security Settings feature to give that team special permission to modify policies. You can create a Custom Security group for this purpose by going to Settings > Custom Security Settings (under General Settings) > Other Permissions tab > Tick the need permissions for Policies.
For more details on how to do this, please refer to this article: How do I manage custom user security settings via the HR platform? Thank you!
Hi James Harrison, thank you for your question. You can decide the audience or who can view a certain policy. But you can only assign this based on team, location, employing entity, or individual.
You can do this by going to the Policy Management screen, and editing the "Share" settings. There, you can untick the "All Employees" and enter the team, location, employing entity, or individual who needs to see the policy. To learn how to do this, please refer to the "Share a Policy" tab in this article.
Regarding the filter function, we only currently support filtering policies based on a policy's status (draft, published, archived). However you can refer to the "Sharing Info" column on the Policy Management screen to see who has access to the policy. Thank you!
Hi Hong Tuck Leong, thank you for your question. May I ask if the employee has access to the policy they cannot view? You can check this by looking at the Sharing Info of policy they cannot access. The Sharing Info is a column on the Policy Management screen that shows you who can view each policy.
If you need to include the employee to that policy's audience, you can do so by going to Policy Management > Actions button (for the policy) > Share > Then add them. To learn how to do this, please refer to the "Share a Policy" tab in this article. Thank you!
How do I change the status of a policy from 'draft' to 'published'?
Hi Madeline Townsend, thank you for your comment.
You'll need to share the policy with your employees before it can be published. You can either choose to share with all employees, a selected group, or individually.
I hope that helps.
How do you change the name of an existing policy (ie original policy name is "Conducting VOI's using InfoTrack" and we have updated this and want to call it "Conducting External VOI's using InfoTrack"). The original document had some variations made - and so it goes from Version 1.0 to Version 1.1?
NOTE: Re-Uploading policy with the new name does not re-name.
Hi Antoinette Robe, thank you for your comment.
You cannot change the name of a policy once it is already published. A workaround would be to archive v1.0 of the policy, then reupload v1.1 with the new name.
I hope that helps.
Hi Xiang Hong Ong - I have access to upload policies but I do not have access to archive. What setting do I need to get updated so that I can archive.
Hi Antoinette Robe, if you click Actions > Archive next to the policy, there is an action to archive it.
If you click the Filter button in the Policy Management screen and tick Archived, you can also see what policies you have archived.
Hi, I am trying to archive a published policy and keep getting this message back 'Archive policy failed. Please try again'. I understand how to archive a policy as per the instructions and advice above, however, it isnt working for me. Please assist?
(It also won't let me delete a draft policy?)
Thank you,
Leah
Hi Leah O'Neill - thanks for your comment.
I've just tested this on my end and it appears to be working. Does this occur if you use another web browser? Are you able to try clearing your web browser cache and cookies before trying to archive a policy again?
Thanks again - let us know how you go.
Thanks Russel, that appears to have worked :)
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