Available for the following HR plans: 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 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
- 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.
Data management
Important
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
- Using the advanced template editor | HR Web Platform This feature allows you to add a template, edit the content if the information contained within changes, and print out a hard copy.
- 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.
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