Documents and Policy Hub

Documents keeps two kinds of file in one place. Policy documents, such as scheme booklets and policy terms, are for everyone at your organisation. Personal documents belong to one employee and only they can see them. Where Policy Hub is switched on, you can also publish your own company policies and handbooks and see exactly who has read and acknowledged each one.

Where to find itCopy Anchor Link

Documents under Manage in the admin portal, and the documents section on each employee's record.

Policy documentsCopy Anchor Link

The Policy documents tab is a searchable list of the documents attached to your insurance policies. Each one opens through a fresh, short-lived download link every time you click it.

To add one, choose which policy it belongs to and upload it. Only live policies are offered. A policy that has lapsed after a renewal keeps its existing documents on the list, but you cannot add new ones to it. You can delete a policy document from the same tab.

Your people see these documents on the Company Policies tab of their own Documents page. Broking paperwork, such as invoices, quotes and terms of business, is filtered out before anyone sees the list.

Personal documentsCopy Anchor Link

To give one person a document, open their record and upload it there with a title and an optional description. That employee can see it in their app, and no other employee can. You can delete it from the same place. Where a document has an expiry date, your people see it flagged as expiring soon within 90 days of that date, and as expired after it.

The Employee documents tab lists every personal document across your organisation, with its title, type and whether it is marked confidential, so you can find one without opening each record. Uploading and deleting still happen on the person's own record.

Policy HubCopy Anchor Link

Policy Hub is for the documents your organisation writes itself, such as a staff handbook, a policy, a procedure or a notice. You publish them once and your people read them in the app. If you need proof that someone has read a document, you can ask them to acknowledge it.

Publish a company documentCopy Anchor Link

For each document, the list shows how many people it is addressed to, how many have opened it and how many have acknowledged it.

Update or retire a documentCopy Anchor Link

When a policy changes, replace the file with a new version. People who had already acknowledged it see it marked as updated and are asked to read it again. You can also edit the title, category, note and whether acknowledgement is needed, and archive a document or restore it.

See who has read itCopy Anchor Link

Open any company document to see your whole staff list against it. For each person you see whether they have acknowledged it, opened it or not opened it yet, when they first opened it, when they acknowledged it, their department and whether they are still on your staff. You can export the list as a CSV.

What your people seeCopy Anchor Link

Company documents appear in their own panel at the top of their Documents page, with unread ones first. Each document shows its state: to read, updated and to read again, for information only, or acknowledged with the date. While anything is outstanding, their home page shows how many company documents they have to read.

A person must open a document before they can press I have read and understood. If you publish a new version while they have the old one open, their acknowledgement is refused and they are asked to open the new version first.

Good to knowCopy Anchor Link

• An acknowledgement cannot be changed by anyone once it is made, including admins. That keeps the record of who acknowledged which version, and when, trustworthy.
• Every time anyone opens a company document, access is checked again, so a forwarded link only works for someone who could open the document anyway.
• Policy Hub is switched on for your organisation by us. If it is off, the Company documents tab does not appear for you or your people.

QuestionsCopy Anchor Link