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Policies

Publish company rules and decisions, collect acknowledgements, and link them to KPI frameworks.

The policy library is where the company keeps its internal rules, KPI regulations and decisions as documents, with versions, an effective date, and a record of who has read each one.

Who can do what

  • Everyone reads the active policies under Policies and confirms they have read them.
  • HR (Admins) manage the library under People → Policy library: create, version, publish, retire, and see who has acknowledged.

Reading and acknowledging (everyone)

  1. Open Policies. Each active policy shows its current version, decision number and the date it takes effect.
  2. Choose Open document to read it (PDF or Word).
  3. When a policy requires it, choose I have read this. It then shows “Acknowledged” with the date. You only do this once per version.

When HR publishes a policy that needs acknowledgement, every active member gets a notification that links to this page. A new version asks you again; the earlier acknowledgement does not carry over.

Managing the library (HR)

  1. Open People → Policy library and choose New policy. Give it a title, an optional code (unique, e.g. HR-001), a category (Internal rules, KPI regulation, Decision or Other), and say whether members must acknowledge it. A new policy is a Draft: nobody but HR sees it.
  2. Choose Manage on the policy. Under Add a version, upload the file (PDF or Word, up to 25 MB), then enter the decision number, the issue date, the date it is effective from, and a short summary.
  3. Choose Add version. A version starts unpublished.
  4. Choose Publish, then Confirm publish. The version becomes the Current one, the policy turns Active, and — if acknowledgement is required — everyone is notified. Older versions stay listed as “Previously published”.
  5. The acknowledgement list on the policy shows, for the current version, who has read it and who hasn't yet (the library table shows a count such as 12/15).
  6. To stop a policy applying, choose Retire then Confirm retire; it disappears from members' Policies page but is kept in the library.

Messages when adding a version

The uploaded file can't be used — it must be a PDF or Word file kept as a policy document. That file already backs another version — upload a new copy instead of reusing one. The text contains a long number— the summary isn't encrypted, so remove ID, tax or account numbers. That code is already used — codes are unique in the company.

Published versions are the record

A version's file can't be swapped after the fact and documents are kept for ten years. To correct a policy, add a new version and publish it.

Linking a policy to a KPI framework version

If a decision is what brought a KPI framework into force, choose it under Issues framework version (optional)when adding the version. The framework version history then shows a line “Issued by <decision number> — <policy title>” next to the version, so anyone reviewing results can see the written authority behind the rules. The picker lists versions of your own (non-template) frameworks. The link is informational: it doesn't change how a framework is scored.