1. Employment Hero Help Centre (MY)
  2. HR Web Platform
  3. Files
  4. Policies

Managing your organisations policies | HR Web Platform

Jimmy
Updated

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 you uploaded in error. 

Important

Employees can then only view or acknowledge the policies assigned to them, and you can only report on policies marked as mandator via the Policies Report. The reason for this is due to us not asking employees to acknowledge non-mandatory policy content.

Availability

HR Plan:   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Add a new policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Add Templates button.
    Policy_1.jpg
  4. Select the required country from the Country filter.
  5. Click the Preview button.
    Policy_2.jpg
  6. Click the Choose this Template button.
    Policy_3.jpg
  7. Click the I Accept button.
    Policy_4.jpg
  8. Edit the required customisable fields.

    Helpful Hint

    The template will show the available customisable fields in purple text and the removable options have a pink border.

  9. Click the Save as Draft button.Policy_5.jpg
  10. Click the Is this Policy Mandatory tick box to make all employees acknowledge this policy.
  11. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  12. Click the Publish button.
    Policy_6.jpg

Daily activities

Filter your policies
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Filter   button and select either:
    • Show all.
    • Published.
    • Draft.
    • Archived.
    • Active.
    Policy_10.jpg
Share a policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Share button.
    Policy_16.jpg
  5. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  6. Click the Share button.
    Policy_17.jpg
Upload a file
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Upload Files button.
    Policy_7.jpg
  4. Click or drag the required file onto the Upload tile.
  5. Click the Upload button.
    Policy_8.jpg
  6. Click the Save All button.
    Policy_9.jpg

Editing data

Edit a policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Edit button.
    Policy_11.jpg
  5. Click the I Accept button.Policy_12.jpg
  6. Edit the required customisable fields.

    Helpful Hint

    The template will show the available customisable fields in purple text and the removable options have a pink border.

  7. Click the Save as Draft button.Policy_13.jpg
  8. Click the Ok button.
    Policy_14.jpg
  9. Click the Is this Policy Mandatory tick box to make all employees acknowledge this policy.
  10. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  11. Click the Publish button.
    Policy_15.jpg

Data management

Un-archive a policy

Helpful Hint

The un-archiving a policy feature is only available if a policy meets the following criteria:

  • It has the status of archived.
  • It is a parent policy, not a child policy.

You can see a child policy via the title of the document, as the title will show the line Version at 11/07/2020.

  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Unarchive button.
    Policy_20.jpg
  5. Click the Unarchive button.
    Policy_21.jpg

Removing data

Archive a policy

Helpful Hint

The archiving a policy feature is only available for policies with the status of published.

  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Archive button.
    Policy_18.jpg
  5. Click the Archive button.
    Policy_19.jpg
Delete a policy

Helpful Hint

The deleting a policy feature is only available for policies with the status of draft.

  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Delete button.
    Policy_22.jpg
  5. Click the Delete button.
    Policy_23.jpg

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

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

Author recommended

So you have now managed your company polices and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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