Creating and versioning a policy

You write a policy as a draft, submit it for approval, and once a super admin approves it, it is published. When a published policy needs changes, you create a new version rather than editing the live one.

1. HR Policies — Open the HR Policies group in the menu.

2. All Policies — Then choose All Policies.

3. Add Policy — Click Add Policy at the top right.

4. Title — Required. The policy name.

5. Category — Required. See HR Policies → Categories.

6. Content — Required. Write the policy body in the editor.

7. Description — (Optional) A short summary.

8. Effective Date — (Optional) When the policy takes effect.

9. Is Mandatory — Turn on if employees must accept this policy.

10. Requires Acknowledgment — On by default — assigned employees must confirm they’ve read it.

11. Save as Draft — Creates the policy with status Draft and takes you to its edit page.

12. Submit for Approval — Review the content, then click Submit for Approval. The status becomes Pending Approval until a super admin reviews it.

13. Create New Version — On an Active policy, click Create New Version. A new draft is created with the next major version (for example 2.0), linked to this one as its parent.

Creating a policy

1. In the left menu, choose HR Policies > All Policies.
2. Click Add Policy.
3. Fill in the form:
   • Title — the policy name (required).
   • Description — a short summary (optional).
   • Category — the policy category (required). See Policy categories.
   • Version — fixed at 1.0 for a new policy; you can't change it here.
   • Effective Date, Review Date, Expiry Date — optional dates.
   • Content — the body of the policy, written in the rich-text editor (required).
   • Is Mandatory — turn on if employees must accept this policy.
   • Requires Acknowledgment — turn on if assigned employees must confirm they've read it (on by default).
   • Auto-assign New Employees — turn on to assign this policy automatically to new employees.
   • Acknowledgment Deadline (days) — how many days an employee has to acknowledge after the policy is assigned (shown only when Requires Acknowledgment is on; defaults to 30).
4. Click Save as Draft. The policy is created with the status Draft and you're taken to its edit page.

Submitting for approval

1. Open the policy's edit page (the pencil icon on All Policies, or open it after saving a draft).
2. Review the content and click Submit for Approval.
3. Confirm in the dialog. Your latest changes are saved and the policy is submitted to a super admin for review. Its status becomes Pending Approval and it can't be edited until the review is finished.
4. If it is approved, its status becomes Active (published). If it is rejected, its status becomes Rejected — open it again, make your changes, and click Resubmit for Approval.

Editing

• A Draft or Rejected policy can be edited freely; save with Save Draft / Save Changes.
• A Pending Approval, Active or Archived policy can't be edited. To change a published (Active) policy, create a new version.

Creating a new version

1. Open the Active policy's edit page.
2. Click Create New Version.
3. A new policy is created as a Draft, copying the title, content, category and settings, with the next major version number (for example version 2.0 from version 1.0) and no effective or expiry date set. It is linked to the original as its parent.
4. Edit the new version, then submit it for approval as above. Once it's approved, it becomes the live version.

Tips

• New policies always start as drafts — saving doesn't publish anything.
• A policy must be Active before it can be assigned to employees. See Assigning a policy to employees.