Policy Managment

Not every policy needs to be a full training. Policy Management gives you a home for the policies your employees simply need to be aware of, attest to, or ask questions about - separate from the trainings people need to sit through. It lives in the same platform as your other tools, with the same audit logs and reporting.

Once Policy Management is turned on for your account, you'll find it in the left-hand navigation under Policies.

Before You Start: Settings to Review

Before diving into the Policies tab, there are two areas in Settings worth checking, since they control how policies connect to the rest of your account.

1. Training References

In Settings, click Training References. Any policy linked here is automatically referenced within the off-the-shelf course it's connected to. For example, a data policy you link here will be referenced in your harassment prevention course, and so on.

If there are policies you'd like referenced inside your off-the-shelf training, link them here.

2. Policy Bot

Also in Settings, you'll find a Policies section. Here you'll see whether Policy Bot is turned on for your account (it's off by default).

Any policies uploaded to this section can be referenced by Policy Bot if you've allowed employees to ask questions through their dashboard.

How it works for employees:

• When a learner opens their dashboard, they can select Ask Policy Bot (if the feature is toggled on).
• They can ask natural questions - for example, "Can I give a customer a gift?"
• Policy Bot references only the documents uploaded in the Policy Bot section and returns a quick, policy-aligned answer.
• The response cites which policy it's based on, and the learner can click through to preview that policy directly.

Creating and Managing a Policy

Once you're ready, head to the Policies tab in the left navigation. Here you'll see any policy attestations already launched for your account. To add a new one:

1. Click to manually add a new policy (for example, a Code of Conduct).
2. Select the policy you want to use.
3. Set approvers - add anyone on your team who should have visibility into, and the ability to review and approve, the policy.
4. Set visibility:
   • Admin only - internal and admin-facing only.
   • Live in policy library - visible to learners in their policy library.
5. Require attestation, if needed, and turn on recurring reminders so learners know they still need to complete it.
6. Set an audience - for example, restrict a policy to a specific role, work type, or employee group if it's only relevant to certain employees (like contractors).
7. Upload the policy document.

After You Upload

Once a policy is uploaded, you'll see it listed in the Policies tab, where you can:

• Check its approval status - policies with both an owner and an approver assigned will show as pending approval until approved.
• View the full version history of the policy.
• Audit and edit the currently uploaded version.
• Export the activity log for the policy to another system of record.
• Archive the policy if you no longer want it active or visible.

The Learner Experience

Employees see their company policies in their own learner dashboard, under Company Policies.