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. Create your first policy from Policies → All Policies → New Policy. You can start from a template, use Import from Word, or describe what you need and let AI draft it. Every new policy starts as a draft.
3. Set who it applies to. All Employees is on by default. Turn it off to pick departments or locations. Under Jurisdiction & Applicability, picking Applicable States narrows the audience further.
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:

• State-scoped policies 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 level 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.

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%.

Two numbers look alike and are not:

• The report’s Pending tile counts employee-policy pairs, including people with no request yet.
• The Dashboard’s Outstanding Acknowledgments tile counts acknowledgment requests that have been sent and not completed.

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 cadence: Monthly, Quarterly, Semiannual, Annual, or As needed (no schedule). A cadence 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 cadence 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 every targeted employee with their record or outstanding status. Export CSV downloads the full roster, however large.
• Signature ledger lists every signature on record.
• IP address and user agent are hidden by default and left out of the standard export. Revealing them, or choosing Export with IP address and user agent, 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 Import from Word on the policies list for a single Word document. Use Policies → Bulk Import for several PDF and Word files at once. Every imported document becomes a draft.

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 nightly 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.
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	Notifies policy owners daily when a review is near or past due.
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 changes.
Notify Employees About Acknowledgments They Owe	Acknowledgment Settings	On	Sends the first request on publish and the automatic reminders after 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, when acknowledgments are overdue. 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	Policies below this rate alert admins and appear 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.
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.