HR Policies

Addon Required

This feature requires the HR Policies addon to be enabled. Go to Settings > Addons and enable HR Policies before using these features.

HR Policies provides a centralized system for creating, publishing, and distributing company policies to employees. It includes version management, policy assignment with flexible targeting, acknowledgment tracking with deadlines and reminders, and compliance reporting.

Policies

Navigate to HR Policies > Policies to manage your organization's policies.

Viewing Policies

The policies list displays:

• Title
• Category
• Version number
• Status
• Effective and expiry dates
• Mandatory flag
• Acknowledgment statistics (total, completed, pending)

Filtering

• Category Filter: Filter by policy category
• Status Filter: Filter by Draft, Active, Archived, or Needs Review
• Search: Search by title or description

Creating a Policy

1. Click Add Policy
2. Fill in the required fields:
   • Title: Policy title
   • Description: Brief summary
   • Content: Full policy content (rich text)
   • Category: Select from configured policy categories
   • Effective Date: When the policy takes effect
   • Review Date: When the policy should be reviewed (optional)
   • Expiry Date: When the policy expires (optional)
   • Is Mandatory: Whether all assigned employees must acknowledge this policy
   • Requires Acknowledgment: Whether employees need to formally acknowledge the policy
   • Acknowledgment Deadline Days: Number of days employees have to acknowledge after assignment
   • Auto-Assign New Employees: Automatically assign this policy to newly created employees
   • Document: Upload a PDF or Word document as a supplementary attachment (max 10 MB)
3. Save the policy (saved in Draft status)

Policy Statuses

Status	Description
Draft	Policy is being prepared and is not yet visible to employees
Active	Policy is published and visible to assigned employees
Archived	Policy is no longer active but retained for records
Needs Review	Policy has reached its review date and should be reviewed

Additional status indicators:

• Expired: Shown when an active policy has passed its expiry date
• Needs Review: Shown when an active policy has reached its review date

Publishing a Policy

After creating a policy in Draft status:

1. Review the policy content
2. Click Publish from the actions menu
3. The status changes to Active and the policy becomes available for assignment

Archiving a Policy

Click Archive from the actions menu on an active policy to move it to archived status. Archived policies are retained for reference but are no longer actively assigned.

Version Management

To create a new version of an existing policy:

1. Click New Version from the actions menu
2. The system creates a copy of the policy with an incremented version number
3. The new version is created in Draft status
4. Edit the content as needed, then publish when ready

Downloading Policy Documents

Click Download Document on any policy that has an attached file to download the PDF or Word document.

Assigning Policies to Employees

After publishing a policy, assign it to employees:

1. Click Assign to Users from the actions menu
2. Choose the assignment type:

Assignment Type	Description
Individual	Select specific employees
Department	Assign to all employees in selected departments
Team	Assign to all employees in selected teams
Designation	Assign to all employees with selected designations
All	Assign to all active employees

3. Optionally set a Deadline Date for acknowledgment
4. Add an optional Assignment Note
5. Confirm the assignment

The system creates acknowledgment records for each assigned employee and skips any employees who already have an acknowledgment for the same policy version.

Deleting a Policy

Policies with existing acknowledgment records cannot be deleted. You must archive them instead.

Categories

Navigate to HR Policies > Categories to manage policy categories.

Viewing Categories

The list shows:

• Name and description
• Color indicator and icon
• Number of policies in the category
• Active/inactive status

Creating a Category

1. Click Add Category
2. Fill in the fields:
   • Name: Category name (e.g., "Code of Conduct", "Safety", "IT Security", "Leave & Benefits")
   • Description: Optional description
   • Color: Color code for visual identification
   • Icon: Icon class for display
   • Sort Order: Display position in lists
3. Save the category

Toggling Status

Use the Toggle Status action to activate or deactivate a category. Categories with existing policies cannot be deleted.

Acknowledgments

Navigate to HR Policies > Acknowledgments to track and manage policy acknowledgments across the organization.

Viewing Acknowledgments

The acknowledgments management view shows:

• Employee name and details
• Policy title, version, and category
• Assigned date, deadline date, and acknowledged date
• Status
• Reminder count and last reminder date

Filtering

• Status Filter: Filter by Pending or Acknowledged
• Policy Filter: Filter by specific policy
• Employee Filter: Filter by specific employee
• Overdue Only: Show only overdue acknowledgments
• Search: Search by employee name, email, or policy title

Acknowledgment Statuses

Status	Description
Pending	Employee has not yet acknowledged the policy
Acknowledged	Employee has confirmed reading and understanding the policy

Managing Acknowledgments

For pending acknowledgments, you can:

• Send Reminder: Send a reminder notification to the employee
• Update Deadline: Extend or change the acknowledgment deadline
• View Details: See full details including assignment notes, IP address, and user agent of acknowledgment

Employee Self-Service

Employees access their assigned policies through a My Policies view where they can:

• View all policies assigned to them with status and deadline information
• Read the full policy content
• Acknowledge pending policies (with optional comments)
• See overdue indicators for missed deadlines
• Track their acknowledgment statistics (total, pending, acknowledged, overdue)

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Next: Learn about Learning Management to set up employee training courses and track progress.