Policies & Employee Handbook
Policies & Employee Handbook
Policies & Employee Handbook is where an organization keeps its policies (e.g. IT security, Travel, Salary, General & Handbook) in one place — employees can read and, where required, digitally sign them; admins create, edit, and track compliance.
Categories are admin-managed tags, not a fixed list. A new company gets six default categories automatically (Work environment, IT security, Travel policy, Benefits & Wellness, General & Handbook and Pay policy) the first time policies are opened, so a policy can be saved right away. If the list is still empty, or could not be loaded, the form shows a “Create default categories” button. The “Categories” tab (or the “Manage categories” link in the form) opens a list where an admin can freely add, rename, or delete categories (a category can only be deleted once no policy is still tagged with it). The tabs above the policy list are generated automatically from whichever categories are actually used by at least one policy — a newly-created category with no policies yet won’t show up as a tab until it’s used.
Create or edit a policy. The “New policy” button (and “Edit” on an existing one) opens a form as its own view on the page, not a popup — the form takes over the whole content area, and a back arrow or “Cancel” returns you to the list. Fill in title, one or more categories (checkboxes — a policy can be tagged with several at once), version, and content, and mark whether the policy requires employees to sign off digitally. The form is as wide as the rest of the page’s content, and the content text box grows as you type.
Start from a template. The “Library” tab has its own “Templates” gallery of classic policy templates (e.g. IT security, Harassment, Alcohol & drugs, Dress code, Remote work, Social media, Business entertainment, Crisis management, Travel, Equality & diversity, Wellness allowance) — click “Use template” to open the new-policy form pre-filled with a title, suggested category, and draft text to edit further. A template’s text is a suggestion, not legally binding copy — always review the content before publishing. (When creating a new policy, quick templates are also available directly in the form, under “Start from a template”, for Travel policy & per diem and Pay policy.) Which templates are shown follows the company’s product mode: in Pay mapping only mode only the Pay policy is shown, both in the form and under Templates.
What is in the Library? The “Library” tab shows the templates and every policy that has an uploaded document (PDF/Word). A policy written directly in the app is not listed there — it is under “All policies”.
Upload a document instead of writing text. As an alternative to writing the policy’s content as free text, an admin can upload an existing document (PDF or Word, max 7MB) — the uploaded document then becomes the policy’s content. Either write text OR upload a document; one of the two is required to save.
Employee digital sign-off. A policy marked “Requires digital signature” shows employees a clear button to confirm they’ve read and understood the content. Admins see a compliance panel showing what share of staff has signed each such policy, and can send a reminder to whoever hasn’t yet.
Applies to – limit who a policy covers. When the “Scoped policies” feature is on, the form has an “Applies to” section. There you can limit the policy to one or more legal entities, countries (the country follows from the legal entity), departments, offices, equal-work groups, job categories or employment types, and add “Custom conditions” of the same kind as the filters in the staff list (e.g. Role contains Sales). A department, office, entity or job category also covers everything below it. Within a row one matching choice is enough; across rows all must match. Leave the section empty and the policy applies to all employees, just as before. Below the choices you see right away how many employees the policy covers, for example “Applies to 42 of 75 employees” — counts only, never names or salaries. Several policies can apply to the same person (e.g. a group-wide pay policy and a Danish one); all of them apply at once. In the policy list a label on each card shows who the policy covers. An employee only sees the policies that apply to them and can only sign those, and the compliance panel and reminders only count the employees a policy covers. Changes to the scope are recorded in the audit log.
Custom conditions – organisational attributes only. A custom condition can only test department, office, legal entity, job category, equal-work group, role, level, employment type, status, location, or a custom field you are allowed to see — never e-mail, name, salary, gender, birth date, performance or bank account. Only active employees are counted. If you do not have access to the staff list and the scope covers fewer people than the anonymity threshold (at least 3), you see “fewer than 3” instead of a number; the compliance panel works the same way. The preview has a daily limit per user.
Link a policy to salary review. The Salary Review Guide has a step showing whether the organization has a salary policy defined. If at least one policy exists (any category — not only ones categorized “Salary policy”), a picker opens letting the admin choose exactly which policy to link to the salary review; that choice then drives an AI-generated suggestion of filter rules based on the policy’s content (never applied automatically — the admin approves each suggestion individually).
Version archive. Every time a policy is created or changed so that its text, title, version number, categories, scope or signature requirement changes, an unchangeable copy is saved in the policy’s version archive (version 1, 2, 3 …) with a checksum. Saving again without changes creates no new version. No user can change or delete the archive. The pay equity annual report and justifications refer to a specific version, so you can later show exactly what the policy said that year. A policy created before the archive existed gets its current text as version 1 the next time it is changed or when the annual report is generated.