Policy Hub App Overview

Policy Hub

1. What it is

Policy Hub holds your HR policies and employee handbooks, versions every change, and tracks who has acknowledged what. When you publish a policy, everyone in its audience is asked to acknowledge it by a deadline. The Compliance Report then shows who is done, who is pending and who is overdue.

• Enablement: Policy Hub requires a license. An admin enables it from Admin → Apps → All Apps.
• What it is not: Policy Hub is not Compliance Hub. Compliance Hub handles SOX and SOC 2 vendor controls. Policy Hub handles internal HR policies and handbooks.

2. Standing it up

1. Go to Policy Hub → Settings → Configuration and review the defaults. The most important is Default Acknowledgment Deadline (days), which is 14 unless you change it.
2. Add your first policy with Add Policy on the dashboard or on All Policies. Upload a policy you already have (Word, PDF or text), start from a template, write it on the page, or describe what you need and let AI draft it. Every new policy starts as a draft.
3. Set who it applies to. Under Applies to, Everyone is the default. Choose Only some people to pick Locations (an office or site, or a region, state or country to include every location in it), Departments and pay classes. The people it applies to are asked to acknowledge it. Then choose Who else can find it: Only the people it applies to (the default for a new policy — nobody else finds it in Policy Hub, Search or Ask AI, while HR and Policy Hub admins always can) or Everyone, labelled with who it’s for.
4. Decide how people confirm it. Require Employee Acknowledgment is on by default. Turn on Require a Signature if you want a signed record rather than a click.
5. Publish. Publishing creates a version and asks everyone in the audience to acknowledge it.
6. Confirm it worked. Open Acknowledgments → Compliance Report: the policy appears in Policy Compliance Details with its assigned and pending counts.

What silently does nothing until a second thing is configured:

• Policies applied to a state reach only employees whose location has a state set. If no active location has a state, a state-scoped policy is assigned to nobody. The policy form warns you when coverage is short.
• Translations need your organization’s languages set up first, in General Settings > Languages. Until then the Enable Multi-Language Support switch cannot be turned on.
• Publication approval applies only when an enabled approval workflow with at least one approval step exists for Policy Hub. Without one, anyone with HR access publishes directly.
• Comprehension checks apply only when the policy has at least one active question. With none, there is no quiz before acknowledging.
• The Compliance Report counts only published policies that require acknowledgment. A draft, or a policy with acknowledgment switched off, will not appear there.

3. How it fits together

Who sees what

• HR access means workspace admins, Policy Hub app admins and HR admins. They see the Policies menu, All Acknowledgments, Compliance Report, Bulk Campaigns and Evidence Pack.
• Settings (Configuration and Activity Log) are for admins and Policy Hub app admins only.
• A people manager (anyone with direct reports) gets Acknowledgments → My Team. It lists acknowledgments for their own reports, or for everyone below them in the organization.
• Everyone sees the Dashboard, Policies, Handbooks, My Pending and My History.

Policies, versions and statuses

A policy is Draft, Published, Archived or Retired. Archived and retired policies can both be returned to draft. A published policy cannot be deleted; archive it first, which keeps its acknowledgment history.

When you save a content change you choose its Type of change: Minor, Major or Legal. With Re-acknowledge on Updates on, a Major or Legal change asks everyone who acknowledged to acknowledge again. A Minor change keeps every acknowledgment and notifies no one.

The same choice is on a policy you Unpublish to edit as a draft: it is what the next Publish counts as when the content differs from what was last published. Publishing again with unchanged content asks no one to sign again.

Example: you publish “Remote Work Policy” as version 1. You rewrite the equipment section and save it as Major, creating version 2. Everyone who signed version 1 now shows as pending again, with a new deadline.

Acknowledgment vs signature

These are easy to confuse. An acknowledgment is a click confirming the employee has read the policy. A signature (Require a Signature on the policy) means the employee reviews the policy document and signs it in the app. The signed PDF is kept as evidence. No E-Signature app or provider is needed.

Employees without an email address on file can still sign. They confirm it is them with a step-up: a text-message code to the mobile number on their profile, or else their password or PIN. A password is offered only to someone who has signed in before. Someone with none of these is told on the signing page to ask HR to add a mobile number.

Each acknowledgment records the version, the time, how it was given, the device type and the IP address.

Obligations: what the Compliance Report counts

The report counts obligations: one targeted person × one policy. Assigned is the policy’s current audience. Acknowledged is the people in that audience who have signed off on the current version. Pending is assigned minus acknowledged, so someone with no request yet still counts. Overdue is pending past its deadline.

Example: “Code of Conduct” targets all 200 employees and “Forklift Safety” targets the 40 in the Warehouse department. That is 240 obligations. If 180 are acknowledged, Compliance reads 75%.

The Dashboard’s Pending Acknowledgments tile and the report’s Pending tile show the same number: what is still to acknowledge, one per person per policy, including people the policy applies to who have not been sent a request yet.

Someone who has left a policy’s audience no longer counts in the report, even if an old request still exists.

Handbooks and templates

A handbook assembles published policies into one document. The builder has four section types: a policy, custom content, a chapter header and a divider. When you publish a handbook that requires acknowledgment, its audience is asked to acknowledge each published policy in it.

Templates are starting points. System templates come with the platform; you can also save your own. Using a template creates a new draft policy.

Legal review cadence

A policy can carry a Review schedule — how often your organization checks it is still accurate: Monthly, Quarterly, Semiannual, Annual, or As needed (no schedule). A schedule sets the next review date. Mark Reviewed on the policy records the review and moves that date on by one interval. A policy with no schedule is never flagged.

4. Running it

Checking compliance

Go to Acknowledgments → Compliance Report. Four tiles show Policies Tracked, Compliance, Pending and Overdue.

• Compliance over the last 12 months is a trend line built from a nightly snapshot, one point per night. Today’s point is live. A new workspace starts with one point and fills in nightly.
• Break down by splits the same numbers by an audience dimension. Location is the default; Department and Manager are among the others. Each person lands in exactly one row, so the rows add up to the total.
• Policy narrows the breakdown and the trend to one policy.
• Export CSV downloads the whole policy table. Export breakdown downloads the breakdown you are looking at.

Chasing overdue acknowledgments

1. On the Compliance Report, select View overdue acknowledgments.
2. This opens All Acknowledgments filtered to Overdue. The chips are All, Pending, Overdue and Acknowledged.
3. Pending and Overdue count exactly what the report counts, so the list matches the tile.
4. Use the bell icon on a row to remind one person. With the list filtered to one policy, Remind all reminds everyone still pending on it.

Send All Reminders on the Compliance Report reminds every pending employee across all published policies. Automatic reminders also go out on the schedule in Settings.

Exporting evidence for an audit

Go to Acknowledgments → Evidence Pack and choose By employee or By policy.

• By policy → Roster lists everyone the policy applies to, with their acknowledgment record or what is still pending. Export CSV downloads the full roster, however large.
• Signature ledger lists every signature on record.
• IP address and device details are hidden by default and left out of the standard export. Revealing them, or choosing Export with IP address and device details, requires a step-up sign-in and is logged.

Running a bulk campaign

Go to Acknowledgments → Bulk Campaigns to bundle several policies into one acknowledgment request. This suits annual re-acknowledgment drives. A campaign tracks progress across its policies and can send reminders.

Reviewing legal updates and coverage

Policies → Legal Updates lists employment-law changes for your jurisdictions, rated Critical, Important or Informational. On each one you can Mark as Reviewed, Dismiss Update or Apply Custom Override.

Policies → Compliance Check scans your policies against the requirements of the jurisdictions you operate in and shows gaps.

Importing policies

Use Add Policy and upload one or several Word, PDF or text files, or Policies → Bulk Import for a larger batch. Every imported document becomes a draft; AI suggests its type, category and description, which you check before publishing.

5. Settings

All settings are at Policy Hub → Settings → Configuration.

Setting	Where	Default	What it changes
Enable Policy Hub AI Agent	AI Features	On	Lets employees ask Ask AI about policies. Also runs the weekly scan that flags stale and review-overdue policies.
Generate AI Summaries of Policies	AI Features	On	Writes a plain-language summary of each policy when it is saved.
Allow AI to Generate Comprehension Questions	AI Features	On	Lets authors draft quiz questions from a policy’s text.
Find Key Facts in Policies with AI	AI Features	On	Reads key facts such as leave days and pay dates from the policies people ask about most, for Ask AI. Whoever manages a policy approves each fact before Ask AI uses it.
Auto-Publish Scheduled Policies	Automation	On	Publishes a policy at its scheduled time and sends acknowledgment requests. Off means someone publishes it by hand.
Send Policy Review Due Notices	Automation	On	Tells a policy’s owner once when its review date arrives, and again for each new review date after Mark Reviewed on the policy.
Default Acknowledgment Deadline (days)	Acknowledgment Settings	14	Days to acknowledge when a policy sets no deadline of its own.
Require Re-acknowledgment When Policies Update	Acknowledgment Settings	On	The starting value of Re-acknowledge on Updates for new policies. Existing policies keep their own setting.
Notify Employees on Policy Updates	Acknowledgment Settings	On	Tells employees when a policy they acknowledged has a Major or Legal change that does not ask them to acknowledge again. It never asks anyone to do anything.
Notify Employees About Acknowledgments They Owe	Acknowledgment Settings	On	Sends every request to acknowledge: the first request on publish, the request to acknowledge again after a Major or Legal change or when an acknowledgment lapses, and the automatic reminders after them. Turning it off also stops the overdue escalation to managers, unless Admin › Notifications › Overdue Escalation Ladder overrides it.
Reminder Frequency (days)	Acknowledgment Settings	4	Days between reminders. Each person gets up to four reminders, then a final overdue notice. Workspaces set up before this default changed keep 3.
Escalate Overdue Acknowledgments to Managers	Acknowledgment Settings	On	Tells the employee’s manager, in one morning notice after the deadline passes, when acknowledgments are overdue. Unless that ladder overrides it, it sends nothing while Notify Employees About Acknowledgments They Owe is off. Someone with no manager is reported to HR and Policy Hub’s admins instead (up to ten people, HR first). A policy the manager can’t open is named only as “A policy you can’t open”, beside the person who owes it, here and on their team pages. Disabled here when Admin › Notifications › Overdue Escalation Ladder overrides it.
Send Email Notifications	Acknowledgment Settings	On	Turns off the email copy of Policy Hub notifications only. In-app notifications still arrive.
Low Compliance Alert Threshold (%)	Acknowledgment Settings	50	A policy below this rate alerts whoever owns it (its owner, owning team or author; HR and Policy Hub admins when nobody does) and appears in the weekly compliance summary, once someone has missed a deadline.
Enable Multi-Language Support	Multi-Language Support	Off	Allows AI translation of policies. Needs your organization’s languages set up first.
Enable Public Handbook & Policy URLs	Public Handbook Settings	On	Lets shared handbook and policy links open. Turning it off breaks every link already shared, and removes Sign this handbook in one step: employees then sign each policy on its own page.
Require Sign-In for Public Handbook & Policy Links	Public Handbook Settings	On	Only signed-in members of your organization can open a shared link. Off lets anyone with the link open it.

6. More help

• Policy Hub FAQ — specific setup and operating questions, limits and troubleshooting
• Ask AI — the assistant answers questions about Policy Hub from these articles.