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Create and share your organisational policies

Updated

Available for the following plans: Lite, Plus, Essentials, Engage, Elite, Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: 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 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 due to us not asking employees to acknowledge non-mandatory policy content.

Getting started

Add a new policy via a template
  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the Add templates button.
    screenshot of the Company Policies, highlighting the add templates button
  6. Click the Preview button for the template you want to use.
    screenshot of the select your template screen, highlighting the preview button for a template
  7. Click the Choose this template button.
    screenshot of the template screen, highlighting the choose this template button
  8. Click the I Accept button.
    screenshot of the disclaimer pop up modal, highlighting the i accept button

  9. 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.

  10. Click the Save As Draft button.
    screenshot of the policy template, highlighting the save as draft button
  11. Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
    • If you checked mandatory, Renew Options will appear, asking how often this policy needs to be acknowledged. Choose between:
      • One-off
      • Yearly
  12. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual.
  13. Click the Publish button.
    screenshot of the policy template, highlighting the publish button

Warning

The Policy Document Template type does not support a digital signature. If you need to have an e-signature in your policy, you will need to select a different document type. For example, in the Documents section of Compliance.

Add a new policy via a file upload
  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the Upload files button.
    screenshot of the Company Policies screen, highlighting the upload files button
  6. Click or drag the required file onto the Upload tile.
  7. Click the Upload button.
    screenshot of the policies upload pop up, highlighting the upload field and upload button
  8. Edit the name of the policy.
  9. Click the Save all button.
    screenshot of the upload your policies screen, highlighting the policy name field and save all button

Daily activities

Filter your policies
  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the Filter   button.
    screenshot of the Company Policies page, highlighting 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 Company Policies. 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. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the name of the policy you want to re-upload.
  6. Click the Re-upload button to upload a new file.
  7. When you click the Re-upload button, a confirmation modal will appear. Confirm re-upload.
  8. Click or drag the required file onto the Upload tile.
  9. Click the Upload button.
    screenshot of the policies upload pop up, highlighting the upload field and upload button
  10. You can now make any adjustments to the policy by following the below steps.
  11. Click the Sharing Options button.
  12. Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
    • If you checked mandatory, Renew Options will appear, asking how often this policy needs to be acknowledged. Choose between:
      • One-off
      • Yearly
  13. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  14. 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. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the Actions  button.
  6. Click the Update from Template button.
    screenshot of the Company Policies page, highlighting the actions dropdown and update from template
  7. Click the Choose this Template button.
    screenshot of the policy page, highlighting the choose this template button
  8. Read the disclaimer.
  9. Click the I Accept button.
    screenshot of the disclaimer popup, highlighting the i accept button
  10. Edit the areas highlighted in pink.

  11. Click the Save As Draft button.
    screenshot of the edited policy template, highlighting 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:
    • Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
      • If you checked mandatory, Renew Options will appear, asking how often this policy needs to be acknowledged. Choose between:
        • One-off
        • Yearly
    • Who would you like to share this policy with?

  13. Click the Publish button.
    screenshot of the policy draft, highlighting the publish button

    Helpful Hint

    Your updated policy has now been published.

    screenshot of the policy screen, showing that the policy has been published

Removing and restoring data

Archive a policy
  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 

  5. Click the Actions   button.

    Helpful Hint

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

  6. Click the   Archive button.
    screenshot of the Company Policies screen, highlighting the archive button
  7. Click the Archive button.
    screenshot of the archive policy pop up, highlighting 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 version at. For example, in the image below, "Code of Conduct - version at 08/07/2019" is a child policy.

  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 
  5. Click the Filter   button.
  6. Click the Archived checkbox.
    screenshot of the Company Policies page, highlighting the filter button and archived option
  7. Click the Actions   button.
  8. Click the   Unarchive button.
    screenshot of the Company Policies page, highlighting the actions and unarchive buttons for a policy
  9. Click the Unarchive button.
    screenshot of the unarchive policy pop up, highlighting the unarchive button
Delete ‌policy
  1. Log in to Employment Hero. 
  2. Click the  Compliance menu option.
  3. Click the Company Policies option.
  4. Click on Manage Policies. 

  5. Click the Actions   button.

    Helpful Hint

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

  6. Click the   Delete button.
    screenshot of the Company Policies screen, highlighting the delete button
  7. Click the Delete button.
    screenshot of the delete policy pop up, highlighting 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 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.

How do I edit an Employment Hero policy template?

This has to be done via the Template Library first. 

From the Employment Hero dashboard, click on Compliance, then Template Library. Then you can click on the template you wish to edit.  

click on view shift bidding groups button

You can not edit the Employment Hero template by navigating to "Add policy template".

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