Policies

Overview

The Policies feature provides access to company policies, procedures, and guidelines. Employees can read policies, acknowledge their understanding, and stay up-to-date with policy changes. Administrators can create, publish, and manage organizational policies.

Prerequisites

• You must be logged in to your CitoHR account
• Policies must be published by administrators

Accessing Policies

1. Log in to your CitoHR account
2. Click on Policies in the main navigation menu
3. You'll see a list of all available company policies

Screenshot Placeholder

Policies page showing list of company policies

/screenshots/docs/features/policies/accessing-policies/screenshot.png

Viewing Policies

Browse and read company policies:

1. On the Policies page, you'll see a list of all policies showing:
   • Policy name and title
   • Category (HR, Finance, IT, Health & Safety, Compliance, General, Other)
   • Status (Draft, Active, Archived, Under Review)
   • Version number
   • Last updated date
   • Your acknowledgment status
2. Click on a policy name to open and read it
3. Use filters to find policies:
   • By category
   • By status
   • By acknowledgment status (Acknowledged, Not Acknowledged, Pending)
4. Use the search bar to find specific policies by name or content

Reading a Policy

Open and read policy content:

1. Click on a policy name from the policies list
2. The policy will open in a viewer showing:
   • Full policy content
   • Policy metadata (version, effective date, category)
   • Table of contents (if the policy is long)
   • Acknowledgment section at the bottom
3. Scroll through the policy to read all sections
4. Use the table of contents to jump to specific sections
5. If the policy requires acknowledgment, you'll see an acknowledgment section at the bottom

Acknowledging a Policy

Confirm you've read and understood a policy:

1. Read the entire policy carefully
2. Scroll to the bottom of the policy
3. Find the acknowledgment section
4. Check the checkbox that says "I have read and understood this policy"
5. Enter your name in the signature field (if required)
6. Click "Acknowledge" or "Submit Acknowledgment"
7. Your acknowledgment will be recorded with a timestamp
8. The policy will be marked as acknowledged in your policies list

Viewing Your Acknowledgment Status

Check which policies you've acknowledged:

1. On the Policies page, use the acknowledgment filter
2. Select "Acknowledged" to see policies you've acknowledged
3. Select "Not Acknowledged" to see policies requiring your acknowledgment
4. Each policy shows your acknowledgment status and date (if acknowledged)

Viewing Pending Policies

Find policies that require your acknowledgment:

1. On the Policies page, look for the "Pending Acknowledgment" section or filter
2. You'll see policies that:
   • You haven't acknowledged yet
   • Have been updated since you last acknowledged them
   • Are newly published and require acknowledgment
3. Policies requiring acknowledgment may show a notification badge
4. Click on any pending policy to read and acknowledge it

Creating a Policy (Admin)

Create a new company policy:

1. Navigate to Admin > Policies
2. Click "Create Policy" or "New Policy"
3. Fill in policy details:
   • Policy Name - Enter a clear, descriptive title
   • Category - Select category (HR, Finance, IT, Health & Safety, Compliance, General, Other)
   • Description - Add a brief summary of what the policy covers
   • Version - Enter version number (e.g., "1.0")
   • Effective Date - When the policy becomes effective
4. Add policy content:
   • Use the rich text editor to format policy content
   • Add headings, lists, and formatting
   • Include sections and subsections
   • Upload attachments if needed
5. Configure policy settings:
   • Status - Set to Draft, Active, or Under Review
   • Require Acknowledgment - Toggle if employees must acknowledge
   • Target Audience - All employees, specific departments, or roles
   • Expiration Date - When policy expires (optional)
6. Click "Save Policy" to save as draft, or
7. Click "Publish Policy" to make it active

Updating a Policy (Admin)

Update an existing policy:

1. Navigate to Admin > Policies
2. Find the policy you want to update
3. Click the "Edit" button
4. Make your changes to the policy content or details
5. If making significant changes, increment the version number
6. Update the effective date if needed
7. Click "Save Changes"
8. If the policy requires acknowledgment, employees who previously acknowledged it will need to acknowledge the new version

Tracking Policy Acknowledgments (Admin)

Monitor who has acknowledged policies:

1. Navigate to Admin > Policies
2. Click on a policy to view its details
3. Scroll to the "Acknowledgments" section
4. You'll see a list showing:
   • Employee name
   • Acknowledgment status
   • Acknowledgment date and time
   • Policy version acknowledged
5. Use filters to view:
   • All employees
   • Only acknowledged
   • Only not acknowledged
   • By department
6. Export acknowledgment reports if needed

Archiving Policies (Admin)

Archive policies that are no longer active:

1. Navigate to Admin > Policies
2. Find the policy you want to archive
3. Click the "Archive" button
4. Confirm the archiving action
5. The policy will be moved to archived status and hidden from the main policies list
6. Archived policies can still be viewed in the archive section

Related Features

• Documents - Policy documents may be stored in the Documents section
• Onboarding - Policy acknowledgment can be part of onboarding tasks
• User Management - Track policy acknowledgments for individual users