Managing your organisations policies - HR Web Platform

Overview

Creating the right policies for your business can be time-consuming and costly. That is why Employment Hero created a library of compliant policies for you to use. We wrote these documents in-house by our HR specialists, and we constantly review this content to give you the confidence you need that your business is compliant.

The Policies feature allows you to choose from Employment Hero's pre-made content or to upload your own documentation and then share this content with your employees. You can also use this feature to edit the content if it changes, archive the content if it is outdated, and delete the information if you added it in error.

HR Best Practise

You should use the policies feature to communicate a set of rules, procedures or guidelines to your employees. You can make these policies mandatory or non-mandatory. A good rule of thumb is, if you might need to report on policy acknowledgements for auditing or other reasons, you will want to require an acknowledgement.

If it is purely for the dissemination of information, then you may not wish to use this configuration setting. Also, if you do not want to alert your employees of numerous new policies via email, you may wish to enable set-up mode and then post an announcement so only one, not multiple emails will go out to your employees.

Important

Employees can then only view or acknowledge the policies they have been assigned and not the whole range of available policies. Also, only policies marked as mandatory will be reportable via the Policies Report.

The reason for this is because we do not ask employees to acknowledge non-mandatory policy content within the HR platform. The user who signs the documents you send depends on the document type. The signatories able to sign each document are:

  • HR documents: Single signatory, i.e. only the manager.
  • Employee contracts: Dual signatories, i.e. employee and manager.
  • Other HR documents: Dual signatories, i.e. employee and manager.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below premises walk you through how to add a policy to your platform.

Add a new policy
  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Add Templates button.
    Policy_1.jpg
  4. Select the required country from the Country filter.
  5. Click the Preview button.
    Policy_2.jpg
  6. Click the Choose this Template button.
    Policy_3.jpg
  7. Click the I Accept button.
    Policy_4.jpg
  8. Edit the required customisable fields.

    Helpful Hint

    The template will show the available customisable fields in purple text and the removable options have a pink border.

  9. Click the Save as Draft button.
    Policy_5.jpg
  10. Click the Is this Policy Mandatory tick box to make all employees acknowledge this policy.
  11. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  12. Click the Publish button.
    Policy_6.jpg
Upload a file
  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Upload Files button.
    Policy_7.jpg
  4. Click or drag the required file onto the Upload tile.
  5. Click the Upload button.
    Policy_8.jpg
  6. Click the Save All button.
    Policy_9.jpg

Maintain

The below premises walk you through how to manage your policies once you have loaded the required documentation onto your organisation's HR platform.

Filter your policies
  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Filter   button and select either:
    • Show all.
    • Published.
    • Draft.
    • Archived.
    • Active.
    Policy_10.jpg
Edit a policy
  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Actions   button.
  4. Click the   Edit button.
    Policy_11.jpg
  5. Click the I Accept button.
    Policy_12.jpg
  6. Edit the required customisable fields.

    Helpful Hint

    The template will show the available customisable fields in purple text and removable options have a pink border.

  7. Click the Save as Draft button.
    Policy_13.jpg
  8. Click the Ok button.
    Policy_14.jpg
  9. Click the Is this Policy Mandatory tick box to make all employees acknowledge this policy.
  10. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  11. Click the Publish button.
    Policy_15.jpg
Share a policy
  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Actions   button.
  4. Click the   Share button.
    Policy_16.jpg
  5. Choose from the following sharing options:
    • All employees
    • All contractors.
    • Share with individuals that match:
      • Team.
      • Location.
      • Employing entity.
      • Individual. 
  6. Click the Share button.
    Policy_17.jpg
Archive a policy

Helpful Hint

The archiving a policy feature is only available for policies with the status of published.

  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Actions   button.
  4. Click the   Archive button.
    Policy_18.jpg
  5. Click the Archive button.
    Policy_19.jpg
Un-archive a policy

Helpful Hint

The un-archiving a policy feature is only available if a policy meets the following criteria:

  • It has the status of archived.
  • It is a parent policy, not a child policy.

You can see a child policy via the title of the document, as the title will show the line Version at 11/07/2020.

  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Actions   button.
  4. Click the   Unarchive button.
    Policy_20.jpg
  5. Click the Unarchive button.
    Policy_21.jpg
Delete a policy

Helpful Hint

The deleting a policy feature is only available for policies with the status of draft.

  1. Click the   Content Management menu.
  2. Click the Policies submenu.
  3. Click the Actions   button.
  4. Click the   Delete button.
    Policy_22.jpg
  5. Click the Delete button.
    Policy_23.jpg

Further information

Who receives an email when I update a policy?
  • If Existing + Mandatory + Acknowledged → Does not receive an email.
  • If Existing + Mandatory + Not acknowledged → Does not receive an email.
  • If Existing + Optional (Cannot be acknowledged) →Does not receive an email.
  • If New + Mandatory (Has not been acknowledged since it is new) → Receives an email.
  • If New + Optional (Cannot be acknowledged) → Receives an email.

Author recommended

So you have now managed your company polices and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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