Setting Up Company Policies

Introduction

Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your Customer Success Manager.

This article explains how to implement company policies in your account, and the different configurations you can use, as well as what your new employees and current employees will experience after you set it up.

How to setup Company Policies

1. Navigate to the Administration Workspace.
2. Go to HR Settings > Forms & Information > Company Policies. 
3. Click on Add Policy.
4. Upload the document and add additional details of the policy.
   
5. Click Save to complete the setup process.

How Employees Experience the Policy Feature

• New employees will be asked to accept Company Policies on their Employee Setup panel during onboarding.
• Existing employees will have the Company Policy Acceptance workflow accessible to them at all times on their list of available workflows. If you're looking to have existing employees sign a new policy, we recommend setting up the policy, then communicating to your employees that they should log in and complete this workflow. 

Example of How a New Employee is Asked to Accept a Policy

1. Someone at the company will send an offer letter to a new hire, which will trigger a policy agreement. This is typically done through the Add New Employee workflow to create their offer letter and Confidentiality Agreement. Once the new employee signs these documents, the platform automatically makes the Accept Company Policies workflow available.
2. The new hire will first receive an email from the platform inviting them to accept company policies, as well as to do any other applicable onboarding tasks.
3. The new hire will log in and see a link to Accept Company Policies.
4. Clicking Accept Company Policies will lead the user to a workflow where they can download the policy. They will be asked to sign the Policy Acceptance Agreement. On the final step, they will be able to view the Policy Acceptance Agreement, but this time with their signature applied, before clicking Continue.

Frequently Asked Questions

Will my employees receive any email notifications when I add a new policy?

New employees will receive an email telling them to Review and Accept Company Policies as one of their onboarding tasks. An example of this email is provided above. 

Current employees will not receive emails initially nor email reminders. However, once a new policy is in place, you can send an email to your employees instructing to log into their account, click on the "Start a New Workflow" button, and run the "Company Policy Acceptance Workflow." This will ask them to accept the new policy that you've put in place.

How can I tell which employees have successfully accepted policies and which employees still need to accept?

For current employees, each policy acceptance workflow will create a new document. In your company's Data Room, you can filter your documents by the folder where each acceptance is saved and by the date they were enacted to see which employees have responded to this new policy.

Do my employees have to sign the policies?  Or can they just review the policies?

Employees must sign the Company Policy Agreement, indicating that they have read and accepted all company policies.

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