Policy Center

The Policy Center lets you create policies, target the right employees, publish them, and track acknowledgement — with an optional signature for proof. This article covers the whole lifecycle: creating, publishing, employee acknowledgement, tracking, reminders, downloads and the archive.

Where to find it

Permission: Creating, publishing and sending reminders requires the Add Policy permission (admins by default). Seeing the Non-Acknowledged list requires View Non Acknowledged. Most employees can view and acknowledge only the policies that apply to them.

The policy list

The main page lists your policies with their Title, Effective Date, Status (Draft or Published), the audience, and an Employee Action column showing acknowledgement progress as acknowledged / total (e.g. 3/10). From here you can add a policy, open one, and switch to the archive view using the box icon.

Creating a policy

Click Add Policy to open the slide-in form.
Complete the fields below.
Choose how to save (see Saving: draft vs publish).

Field	Required	Notes
Title	Yes	The policy name.
Effective Date	Yes	When the policy takes effect.
Department	No	One or more departments the policy applies to (multi-select).
Designation	No	One or more job titles.
Gender	No	Restrict to Male, Female or Others — leave blank for all.
Employment Type	No	Full Time, Part Time, On Contract, Internship, Trainee.
Employee Signature Required	No	When on, employees must sign to acknowledge (not just click).
Send Email	No	On by default — emails matching employees when the policy is published.
Add Policy Details / Upload Policy File	—	Choose one (see below).
Policy Details	Conditional	Rich-text policy body. Required if you don't upload a file.
Add File	Conditional	A single PDF. Required if you don't type the details.

Body or file — pick one. A toggle switches the form between Add Policy Details (rich text) and Upload Policy File (a PDF). You must provide at least one of the two.

Note: There is no policy "category" in BusinessHRM. What groups policies is their audience — the Department, Designation, Employment Type and Gender filters described above.

Who the policy applies to

The four audience filters combine with AND logic: an employee is in scope only if they match every filter you set. A blank filter means "no restriction on that dimension", so a policy with no filters applies to everyone. This same scope decides who is notified, who must acknowledge, who appears in the Non-Acknowledged list, and the total in the progress count.

Saving: draft vs publish

The Save button is a split dropdown with two choices:

Save As Draft — keeps the policy as a Draft; nobody is notified yet. Use this while you're still wording it.
Save & Publish — sets the status to Published, stamps today as the publish date, and (if Send Email is ticked) notifies the matching employees.

You can also publish a draft later: open it (or use the row dropdown) and choose Publish.

Important: Once any employee has acknowledged a policy, it can no longer be edited or deleted — this protects the integrity of what people agreed to. Plan to get the wording right before people start acknowledging.

What happens on publish

When a policy is published, every active employee who matches its audience is notified (in-app, and by email and/or Slack depending on your company's notification settings and each user's preferences). The notification links straight to the policy so they can read and acknowledge it.

How employees acknowledge a policy

An employee opens a policy that applies to them and clicks Acknowledge. What happens next depends on whether a signature is required:

Signature not required — a confirmation appears ("I confirm that I have read the policy details carefully"). Confirming records the acknowledgement.
Signature required — a Signature window opens where the employee can:
- Draw their signature on the signature pad (with Undo and Clear), or
- Switch to Upload Signature and upload an image (PNG, JPG, JPEG, SVG or BMP).
Clicking Acknowledge saves the signature.

Each acknowledgement records the employee, the date and time, the signature image (if required) and the employee's IP address for an audit trail. BusinessHRM also generates a signed-acknowledgement PDF and notifies the policy's admins that the employee has acknowledged.

Once done, the Acknowledge button is replaced by an Acknowledged badge.

Tip: Turn on Employee Signature Required for policies where you need legally robust proof (e.g. code of conduct, safety, confidentiality). For routine notices, a simple acknowledgement is quicker for everyone.

Tracking acknowledgement

Open a policy to see three tabs:

Tab	Shows
Policy Details	The policy content (or attached file) and its Policy Scope (the audience).
Acknowledged	Everyone who has acknowledged, with Acknowledged On (date and time) and a Download action for that person's signed PDF.
Non-Acknowledged (N)	Everyone still in scope who hasn't acknowledged yet. The count N updates live.

The main list's Employee Action column shows the same progress at a glance as acknowledged / total.

Sending reminders

On the Non-Acknowledged tab, click Send Reminder to nudge everyone who still hasn't acknowledged. The reminder goes only to the in-scope employees who are outstanding (in-app, and by email/Slack per settings). This is available for published policies, to admins and anyone with Add Policy.

Downloading a policy as a PDF

From the Acknowledged tab, Download produces that employee's signed acknowledgement PDF. For an uploaded-PDF policy, BusinessHRM merges the original document with the employee's signature into a single proof file; for a rich-text policy it generates the PDF from the policy content.
From the list-row menu you can also download just the original policy file.

Archiving policies

Archiving keeps your live list tidy without losing history (archived policies are kept, not permanently deleted).

Archive — available on published policies (to admins / those with Can Archive Policy). Confirm to move it out of the active list.
View the archive — use the box icon on the list page to switch to the archived view.
Restore — the undo icon brings an archived policy back to the active list.
Delete from archive — only draft archived policies can be permanently deleted (delete permission required).

Note: Because published-and-acknowledged policies can't be edited or hard-deleted, archive is the right way to retire a policy that's no longer current while preserving who acknowledged it.