This web-based app is a new way to create, update and communicate company policies to your employees all at once or selectively. Administrators have full access to maneuver in the app and grant permission to employees to view and print published policies. Confidently maintain the right tone at your company and remain in compliance with federal and state requirements.
Here is a closer outline of what the app has to offer:
- Administrator: assigned to group will have full access to Company Policies including adding and editing policies, deleting policies, publishing policies, emailing policies and printing policies.
- Employees: assigned to this group can view your Company's published policies after logging in to the app as well as print policies.
Viewing Policy Templates:
Begin by selecting your state in which your business operates. Your library will now be personalized to only include policies specific to small businesses in the selected state. Within the library, you will find federal and state-specific policies pre-written by our in-house attorneys and compliance experts. As regulation changes that impact how and what you should communicate to your employees through your company's policies the app will be updated with a new policy. If a policy is mandatory it will be specified in the templates list.
As the administrator you want to input contact information for the designated team member who can answer questions about your company policies. During the initial setup is when you will be prompted to add this information. This information will be shared with employees in the "Welcome" policy which is automatically published.
Adding and Editing Policies:
To create a customized policy is simple. Select a policy template and make edits that are specific to your business requirements. You will see that some policies have fill-in-the-blanks where you can enter your company's information.
Reset or Delete a Policy:
To reset and edited a policy back to its default format, or delete the policy from your list, select the “3-dot vertical” menu on the top-right of the sliding panel that shows the policy details.
Publishing a Policy:
Once you publish a policy, it becomes visible to all employees. Publishing can be accomplished in two ways: go to the status toggle on the policy slide panel or click the eye icon on the policies page.
Notifying Employees of a New Published Policy:
When you are ready to publish a policy, there are two options, notify all employees at once or select specific employees to email your company policies. A pop-up will appear and ask if you want to notify employees once you publish, or don’t notify but still publish. If you choose to notify employees during this process, an email will go to all employees with permission to the app.
Published Policies - Printing and Notifying:
On the Published page both you and your employees can view and print the current policies. One of the benefits to of the Published page is when you have a new employee and want to share your company’s policies during the on boarding process all policies are conveniently located in one spot.
Print All Policies:
You now have the option to print All Policies in addition to the single policy you are viewing. On the Published page, click on the Print button to view the two options. When choosing the All Policies option, the entire set of published policies will be downloaded with a table of contents on the first page so you know the page number of each policy. You can use this offline if you need to distribute your policies in a handbook format.
The Publish page also shows the last time your published policies were updated. This includes whether a new policy was published, a published policy was edited, or a published policy was unpublished or deleted.
Track Employee Views:
The Viewed page provides a list of all employees with permission to your Company Policies Smart App along with their viewed status.
- If the employee has viewed the Published page since the last update was made, it will show a Viewed status.
- If you notified an employee since the last update was made to your policies, but the employee did not view the policies yet, it will show a Not Viewed status for the employee but also tell you the date the policies were shared with that employee.
- If an employee wasn’t notified and hasn’t viewed the page since the last update, it will show Not Viewed and Not Shared.
Tracking Offline Employees:
For your employees that do not have access to the internet, you can print out policies and share them offline. Additionally, we provide you with a downloadable acknowledgment form on the Resources page. You can print this out, have the employee sign it after reading your policies, and upload it to their employee profile in the Employee Records Smart App.