Policy Hub App Overview

Policy Hub

1. What it is

Policy Hub manages HR policies and employee handbooks with built-in version control, acknowledgment tracking, and compliance reporting. When a policy is published, every employee in the target audience receives an acknowledgment request with a deadline. When content changes, employees who already signed off are automatically flagged for re-acknowledgment.

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

2. Standing it up

1. Go to Apps → Policy Hub → Settings → Configuration and review the defaults. The most important is Default Acknowledgment Deadline, which sets how many days employees get to acknowledge a new policy (default: 14 days).
2. Create your first policy: go to Policies → New Policy. You can start from a template, import a Word document, or describe what you need and let AI draft it. Every new policy starts as a draft.
3. Set the target audience. By default a policy applies to all employees. You can narrow it by department, location, or US state jurisdiction.
4. Publish the policy. Publishing creates a version snapshot and, if the policy requires acknowledgment (it does by default), sends acknowledgment requests to every employee in the audience with a deadline.
5. Check the Dashboard to confirm. The HR tiles show total policies, published count, pending acknowledgments, and compliance rate.

What silently does nothing until a second thing is configured:

• Translations require the business to have languages configured first. The toggle renders disabled until languages are set up at the business level.
• E-Signature on a policy requires both the E-Signature app enabled and an active e-signature integration connected in the central Integrations hub.
• Publication approval routing requires an approval workflow configured for Policy Hub with at least one approval level. Without it, any HR user can publish directly.
• Comprehension checks require at least one active question added to the policy. A policy with no active questions has no comprehension gate at all.

3. How it fits together

Policies, versions, and statuses

A policy moves through four statuses: Draft → Published → Archived or Retired. Archived policies can be returned to draft and republished. Retired policies can also be brought back to draft.

Every content change to a published policy creates a version snapshot. You can compare any two versions side by side with changes highlighted. The version number advances automatically — you do not manage it.

A published policy cannot be deleted. Archive it first, which takes it out of the employee-facing list while keeping its acknowledgment history intact for compliance.

Example: you create “Remote Work Policy” as a draft, publish it (version 1), then update the equipment section. The update creates version 2. If re-acknowledgment on update is turned on, every employee who signed version 1 is flagged to re-acknowledge.

Acknowledgments and deadlines

When you publish a policy that requires acknowledgment (the default), the system creates one acknowledgment record per employee in the target audience. Each record carries a deadline computed as: the policy’s own deadline setting → the tenant’s default deadline → 14 days.

An acknowledgment records the version number, timestamp, signature method, IP address, and device type. The compliance rate is the count of employees who have acknowledged the current version divided by the total target audience.

When you update a published policy’s content and Require Re-acknowledgment When Policies Update is on (the default), every existing acknowledgment is flagged. Those employees appear as pending again and receive a new deadline. The original acknowledgment history is preserved.

Handbooks

A handbook assembles published policies into a single branded document. You build it with a drag-and-drop section editor that supports four section types: policy (a reference to a published policy), custom content, chapter headers, and dividers.

Handbooks have their own status lifecycle (Draft, Published, Archived) and can require acknowledgment independently of the individual policies. When a handbook with acknowledgment enabled is published, the system requests acknowledgment of each published policy it contains from the handbook’s target audience.

Handbooks can be shared via a public URL, which by default requires the reader to log in. You can give the handbook a custom URL slug.

Templates

Templates are starting points for new policies. System templates are provided by the platform and available to every tenant. You can also save your own custom templates. Cloning a template creates a new draft policy with the template’s content.

Legal review cadence

Each policy can optionally carry a review cadence: Monthly, Quarterly, Semiannual, Annual, or Ad hoc. Setting a cadence schedules the next review date. When the date arrives, the policy is flagged as due for review on the Policies list. Marking a policy as reviewed records the date and advances the schedule by one interval. A policy with no cadence is never flagged — reviews are opt-in per policy.

Target audience and jurisdiction

A policy has two independent narrowings for its audience:

1. Audience — all employees, or narrowed to specific departments and locations.
2. Jurisdiction — US states or specific business locations. A California-only policy is assigned only to employees whose location is in California.

Both narrowings apply. An employee must be in both the audience and the jurisdiction to receive the policy.

4. Running it

Marking a policy as legally reviewed

On a published policy’s detail page, use Mark as Reviewed to record the legal review and advance the next review date by one cadence interval.

Reviewing acknowledgment progress

Go to Acknowledgments → All Acknowledgments to see every employee’s acknowledgment status for a given policy. Filter by Acknowledged or Pending. From the policy’s detail page, the acknowledgment stats tile shows acknowledged count, pending count, and compliance rate.

Sending reminders

From the All Acknowledgments page for a policy, use Send Reminders to email and notify all pending employees. The system also sends automatic reminders based on the Reminder Frequency setting (default: every 3 days), up to 5 reminders per employee. Overdue acknowledgments are escalated to the employee’s manager when Escalate Overdue Acknowledgments to Managers is on (the default).

Running a bulk acknowledgment campaign

Go to Acknowledgments → Bulk Campaigns to create a campaign that bundles several policies into a single acknowledgment package. This is the path for annual re-acknowledgment drives. Campaigns track progress across all included policies and can send automatic reminders.

Reviewing legal updates

Go to Policies → Legal Updates to see incoming employment-law changes relevant to your jurisdictions. Each update has a severity (Critical, Important, or Informational) and an action: review, apply the suggested changes to your policy, customize, or dismiss.

Running the compliance check

Go to Policies → Compliance Check to scan your current policies against employment-law requirements for the jurisdictions you operate in. The checker identifies coverage gaps.

Exporting evidence

Go to Acknowledgments → Evidence Pack to produce audit-ready records. Two views are available: per-employee (everything one person owes and has signed) and per-policy (every targeted employee with their attestation record). IP address and browser details are masked by default and require a step-up authentication to reveal.

Importing policies

Two import paths exist:

• Single file: from the Policies list, use Import from Word to import one .docx file as a draft policy.
• Bulk import: go to Policies → Bulk Import to upload up to 25 files at once (PDF and Word, up to 10 MB each). Every imported document becomes a draft policy.

5. Settings

All settings are at Apps → Policy Hub → Settings → Configuration.

Setting	Default	What it changes
Enable Policy Hub AI Agent	On	Whether the AI assistant answers employee questions about policies
Default Acknowledgment Deadline (days)	14	Days employees get to acknowledge a new policy, when the policy does not specify its own deadline
Require Re-acknowledgment When Policies Update	On	Whether employees are automatically flagged to re-acknowledge when a published policy’s content changes
Enable Multi-Language Support	Off	Shows translation controls on policies. Requires business languages to be configured first.
Enable Public Handbook URLs	On	Whether handbooks can be shared via public link
Require Login for Handbook Access	On	Whether the public handbook link requires the reader to log in. When off, anyone with the link can read it.
Notify Employees on Policy Updates	On	Whether employees receive email and in-app notifications when a policy they acknowledged is updated
Send Pending Acknowledgment Reminders	On	Whether the system automatically sends periodic reminders to employees with pending acknowledgments
Reminder Frequency (days)	3	How often automatic reminders are sent to each pending employee
Escalate Overdue Acknowledgments to Managers	On	Whether overdue acknowledgments generate an in-app notification to the employee’s manager
Send Email Notifications	On	Master switch for all Policy Hub email notifications. When off, only in-app notifications are sent.
Low Compliance Alert Threshold (%)	50	Policies with an acknowledgment rate below this threshold are flagged in the weekly compliance summary sent to HR admins

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.