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Manage policy governance and responsible owners

Updated

Available for the following plans: Light, Plus, Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following User Access levels: Admin, Responsible Owner

The Policy Governance feature helps organisations maintain compliance in regulated industries by introducing Responsible Owners and Policy Maintenance Cycles. This update allows Admins to delegate the maintenance of specific policies to key personnel without granting them full administrative access to all company documents. By setting automated review triggers, you can ensure your policies remain current, documented, and audit-ready.

This article shows you how to manage the following:

Assign a responsible owner

Designate a policy owner

When you upload or edit a policy, you can assign a specific employee to be responsible for its upkeep.

  1. Log in to Employment Hero.
  2. Click the Compliance icon on the left-hand menu.
  3. Click the Policies option.
  4. Select Upload Policy or click Edit on an existing policy.
  5. In the Sharing Options section, use the Responsible Owner dropdown to search for and select an employee. 
     Configuring policy ownership reminders
  6. Click Save.

Helpful Hint

Assigning an owner is optional. Policies without an assigned Responsible Owner (RO) will continue to be managed by Admins as usual.

Configure policy review cycles

Set a review frequency

Define how often a document should be checked for accuracy and compliance.

  1. Navigate to the Sharing Options of your chosen policy.
  2. Locate the Review Options section.
  3. Select Yearly or Custom.
  4. If you select Custom, enter your preferred duration (e.g., every 6 months).

Helpful Hint

The platform automatically calculates the Review Due Date based on the upload date and the frequency you select. You can track this in the policy management table.

Complete a policy review

Update a policy status

When a policy passes its due date, the status will change to Review Required. Owners must update the document to renew the cycle.

  1. Navigate to the Policies management page.
  2. Identify policies marked as Review Required.
  3. Upload the latest version of the policy document.
  4. Save your changes to reset the governance cycle.

Important

Once the new version is uploaded, the platform automatically generates the next Review Due Date based on your previous settings.

Automate email reminders

Manage ownership notifications

Admins can set up automated alerts to ensure Responsible Owners are notified when a review is approaching or overdue.

  1. Click the Settings icon.
  2. Select Organisation Emails.
  3. Click the Compliance tab and select Policies.
  4. Locate Ownership reminders. 
     Assigning a responsible owner in policy settings
  5. Click the Settings (cog icon) to choose recipients (Owners, Admins, or Responsible Owners).
  6. Set the trigger timing (e.g., 7 days before the due date).

Further information

Understand access and versioning
  • Restricted Visibility: Responsible Owners without full policy permissions can only see and manage the specific policies assigned to them. They cannot see other company documents.
  • Permission Precedence: If an employee already has Full Policy Permissions, they will retain visibility of all policies regardless of RO assignments.
  • Trigger Priority: Global email reminders apply to all active cycles, but the individual Review Due Date for each policy determines exactly when that specific reminder is sent.
  • Audit Trail: The platform maintains a full version history for every policy, allowing you to track updates across different maintenance cycles.

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