Managing my organisation's policies via the HR platform

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.

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.

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Getting started

Add a new policy via a template
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Add templates button.
    screenshot of the policy management, highlighting the add templates button
  4. 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
  5. Click the Choose this template button.
    screenshot of the template screen, highlighting the choose this template button
  6. Click the I Accept button.
    screenshot of the disclaimer pop up modal, highlighting the i accept button
  7. 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.

  8. Click the Save As Draft button.
    screenshot of the policy template, highlighting the save as draft button
  9. Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
  10. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual.
  11. Click the Publish button.
    screenshot of the policy template, highlighting the publish button
Add a new policy via a file upload
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Upload files button.
    screenshot of the policy management screen, highlighting the upload files button
  4. Click or drag the required file onto the Upload tile.
  5. Click the Upload button.
    screenshot of the policies upload pop up, highlighting the upload field and upload button
  6. Edit the name of the policy.
  7. 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. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Filter   button.
    screenshot of the policy management page, highlighting the filter button
  4. Choose from the following:
    • Show all.
    • Status:
      • Published.
      • Draft.
    • Archive status:
      • Archived.
      • Active.
Share a policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Share button.
    screenshot of the policy management screen, highlighting the share button
  5. Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
  6. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual.
  7. Click the Publish button.
    screenshot of the policy sharing options pop up, highlighting the publish button

Data management

Edit a template-created policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Edit button.
    screenshot of the policy management page, highlighting the actions and edit buttons for a template policy
  5. Click the I Accept button.
    screenshot of the disclaimer, highlighting the i accept button
  6. 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.

  7. Click the Save As Draft button.
    screenshot of the policy, highlighting the save as draft button
  8. Click the OK button.
    screenshot of the confirmation pop up, highlighting the o k button
  9. Click the Is this Policy mandatory? checkbox if all employees must acknowledge this policy.
  10. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  11. Click the Publish button.
    screenshot of the edited policy, highlighting the publish button
Edit an uploaded policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.
  4. Click the   Edit button.
    screenshot of the policy management page, highlighting the actions and edit buttons for an uploaded policy
  5. Click the Reupload button to upload a new file.
    screenshot of the policy document, highlighting the reupload button
  6. Click the Reupload button.
    screenshot of the confirmation pop up, highlighting the reupload button
  7. Click or drag the required file onto the Upload tile.
  8. Click the Upload button.
    screenshot of the policies upload pop up, highlighting the upload field and upload button
  9. Click the Sharing Options button.
  10. Click the Is this Policy mandatory? checkbox if all employees must acknowledge the policy.
  11. Choose from the following sharing options:
    • All Employees.
    • All Contractors.
    • Share to individuals that match any of the following:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  12. Click the Publish button.
    screenshot of the edited document, highlighting 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 Policy Management submenu.
  3. Click the Actions  button.
  4. Click the Update from Template button.
    screenshot of the policy management page, highlighting the actions dropdown and update from template
  5. Click the Choose this Template button.
    screenshot of the policy page, highlighting the choose this template button
  6. Read the disclaimer.
  7. Click the I Accept button.
    screenshot of the disclaimer popup, highlighting the i accept button
  8. Edit the areas highlighted in pink.
  9. 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.

  10. Enter the following:
    • Is this policy mandatory?
    • Who would you like to share this policy with?
  11. 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
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. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Filter   button.
  4. Click the Archived checkbox.
    screenshot of the policy management page, highlighting the filter button and archived option
  5. Click the Actions   button.
  6. Click the   Unarchive button.
    screenshot of the policy management page, highlighting the actions and unarchive buttons for a policy
  7. Click the Unarchive button.
    screenshot of the unarchive policy pop up, highlighting the unarchive button

Removing data

Archive a policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.

    Helpful Hint

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

  4. Click the   Archive button.
    screenshot of the policy management screen, highlighting the archive button
  5. Click the Archive button.
    screenshot of the archive policy pop up, highlighting the archive button
Delete ‌policy
  1. Click the   Compliance menu.
  2. Click the Policy Management submenu.
  3. Click the Actions   button.

    Helpful Hint

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

  4. Click the   Delete button.
    screenshot of the policy management screen, highlighting the delete button
  5. 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.

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