Policy Acknowledgments

Policy acknowledgments let you send company policies to employees for formal sign-off — track who has acknowledged, who hasn't, send reminders, and maintain a compliance audit trail.

How It Works

Policy acknowledgment in People is powered by The One Legal. Policies are created and managed in Legal, then pushed to employees via People. This keeps the policy document in a central vault while People handles the HR workflow — who needs to sign, who has signed, and follow-ups for non-compliance.

Viewing Policy Compliance

Navigate to Policies in the left navigation. You see:

• Policy Compliance Dashboard — overview of all active policies, total employees required to acknowledge, and current completion rates
• Each policy shows: name, effective date, required acknowledgment count, completed count, and compliance percentage

Sending a Policy for Acknowledgment

ℹ️Policies are created in The One Legal. To add a new policy, go to Legal and create it there first. People will automatically pick it up for the acknowledgment workflow.

1. In Policies, find the policy you want to send
2. Click Send for Acknowledgment
3. Select the employees (or all active employees) who need to acknowledge
4. Set a Due Date
5. Customize the email message (optional)
6. Click Send

Each selected employee receives an email with a link to read and acknowledge the policy.

Employee Acknowledgment Flow

When an employee receives a policy acknowledgment request:

1. They click the link in the email (or find the policy in their Policies section)
2. They read the full policy content
3. They click I Acknowledge and confirm
4. People records the acknowledgment with: employee ID, policy version, timestamp, IP address, and user agent

💡Employees can access pending policy acknowledgments from the Policies section in the People navigation, even if they missed the original email.

Tracking Acknowledgments

From Policies, click any policy to see:

• Acknowledged — employees who have completed the acknowledgment with date/time
• Pending — employees who have not yet acknowledged
• Overdue — employees past the due date without acknowledgment

Sending Reminders

For employees who have not acknowledged by the due date:

1. Open the policy
2. Click Send Reminder
3. Choose: all pending employees, or select specific individuals
4. Confirm

Reminder emails are sent immediately.

Policy Versions

When a policy is updated in Legal, the updated version requires re-acknowledgment. People tracks which policy version each employee acknowledged. If an employee acknowledged version 1.0 but the current version is 2.0, they appear as Pending for the new version.

Acknowledgment History

For compliance audits, you can view the complete acknowledgment history for any employee:

1. Open the employee record
2. The Policies section lists every policy they have acknowledged, with version and date

You can also pull a report from Reports > Policy Compliance showing all employees × all policies.

Common Policy Types

MSPs typically require acknowledgments for:

Policy	Frequency
Employee Handbook	Annual + on updates
Information Security Policy	Annual
Acceptable Use Policy	Annual
BYOD Policy	On device registration
Code of Conduct	Annual
Data Privacy Policy	Annual + on regulation changes
Remote Work Policy	On policy change
Non-Disclosure Agreement	On hire (handled via E-Sign)

ℹ️NDAs and other bilateral agreements that require both employer and employee signatures should be handled via the E-Sign workflow, not Policy Acknowledgments.