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Create and share your organization policies

Updated

Available for the following plans: Employment Lite, Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access level: Admin    

The Policies feature enables you to select from Employment Hero's pre-made content or upload your own documentation, and then share it with your employees. You can also use this 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.

Important

Employees can only view or acknowledge policies assigned to them, and you can only report on policies marked as mandatory via the Policies Report. The reason for this is that we do not ask employees to acknowledge non-mandatory policy content.

Getting started

Add a new policy via a template
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the Add templates button.
  6. Click the Preview button for the template you want to use.
  7. Click the Choose this template button.
  8. Click the I Accept button.

  9. Edit the required customizable fields.

    Helpful Hint

    The template will show the available customizable fields in purple text, while the removable options have a pink border.

  10. Click the Save As Draft button.
  11. Click the Is this Policy mandatory? Check the box if all employees must acknowledge this policy.
  12. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share with individuals that match any of the following:
      • Group.
      • Location.
      • Employing entity.
      • Individual.
  13. Click the Publish button.
Add a new policy via a file upload
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the Upload files button.
  6. Click or drag the required file onto the Upload tile.
  7. Click the Upload button.
  8. Edit the name of the policy.
  9. Click the Save all button.

Daily activities

Filter your policies
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the Filter button.
  6. Choose from the following:
    • Show all.
    • Status:
      • Published.
      • Draft.
    • Archive status:
      • Archived.
      • Active.

Data management

Important

Only policies that have been uploaded via the Policy section can be edited via policy management. If a policy was created using a template, the edit button won’t show. Instead, you can edit these via the basic template editor.

Re-upload a new version of a policy
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the name of the policy you want to re-upload.
  6. Click the Re-upload button to upload a new file.
  7. Click or drag the required file onto the Upload tile.
  8. Click the Upload button.
  9. You can now make any adjustments to the policy by following the steps below.
  10. Click the Sharing Options button.
  11. Click the Is this Policy mandatory? Check the box if all employees must acknowledge the policy.
  12. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share with individuals that match any of the following:
      • Group.
      • Location.
      • Employing entity.
      • Individual. 
  13. Click the Publish button.
     
Update a policy from its template

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.

  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the Actions button.
  6. Click the Update from Template button.
  7. Click the Choose this Template button.
  8. Read the disclaimer.
  9. Click the I Accept button.
  10. Edit the areas highlighted in pink.

  11. 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.

  12. Enter the following:
    • Is this policy mandatory?
    • Who would you like to share this policy with?

  13. Click the Publish button.

    Helpful Hint

    Your updated policy has now been published.

Removing and restoring data

Archive a policy
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.

  5. Click the Actions button.

    Helpful Hint

    You can only archive a policy if its status is Published.

  6. Click the Archive button.
  7. Click the Archive button.
Un-archive a policy

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 the version. For example,"Code of Conduct - version at July 8, 2019" (or 2019-07-08) is a child policy.

  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.
  5. Click the Filter button.
  6. Click the Archived checkbox.
  7. Click the Actions button.
  8. Click the Unarchive button.

Delete ‌policy
  1. Click the Compliance menu.
  2. Click the Company Policies submenu.
  3. Click the Manage Policies submenu.
  4. Click the Policy Management submenu.

  5. Click the Actions button.

    Helpful Hint

    You can only delete a policy if its status is Draft.

  6. Click the Delete button.

Further information

Who receives an email when I update the contents of a policy?
  • 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.
Who receives an email if I only update a policy's sharing options?
  • 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 that if you update a Policy to Mandatory, this will trigger an email

Who receives an email when I archive/unarchive a policy?

You will not trigger platform emails when a policy is archived/unarchived.

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