Policies & Attestation
Softbooq ProProof that each person read the policy, and which version they read.
Publish a policy, collect an acknowledgment per person per version, chase whoever has not responded, and export the matrix on the day somebody asks for evidence rather than assembling it then.
01
Writing and publishing
Most policies do not exist because the first draft never gets started.
Start from a built-in template
A defensible starting point instead of a blank page, which is the actual reason a policy set stays unwritten.
Every edit appends a version
Policies versioned with a change summary, so what the rule was in March has an answer rather than an opinion.
Keep them in Confluence if you already do
Confluence pages sync in and stay marked with their source, so nobody edits a copy that will be overwritten on the next run.
02
Proving people read them
An unacknowledged policy is a document. An acknowledged one is a control.
Acknowledgment per person, per version
Tied to the exact version shown, so republishing asks again instead of inheriting a confirmation given to different words.
Chase only the outstanding
Reminders by email to the people who have not responded, with a link straight to the policy, rather than resending to everybody.
Export the matrix
Who has read what, as a spreadsheet - the artefact an auditor actually asks for, produced in a click rather than a week.
Coverage measured against your people
Completion computed from the actual employee list, so a new joiner shows as outstanding automatically.
The details that took the longest
Small decisions you only make after getting them wrong.
Every one of these is a specific behaviour, chosen for a specific reason. They are the difference between software that demos well and software that survives a year of month-ends.
An acknowledgment belongs to a version, not to a policy
Re-issuing a policy asks everyone again rather than carrying the old confirmation forward. An attestation against "the expenses policy" proves nothing when the expenses policy has been rewritten twice since they clicked.
Confluence-sourced policies stay marked as such
A synced page is labelled with its origin so nobody edits the local copy and loses the change on the next sync. Silent overwriting is how people learn not to trust an integration.
Before you ask
Questions people ask about Compliance.
- Can I prove someone read a policy?
- Yes. Acknowledgments are recorded per person against the specific version they were shown.
- What happens when a policy changes?
- The edit appends a new version with a change summary, and acknowledgment is sought again for that version.
- Can I chase people who have not responded?
- Yes, by email to the outstanding list only, with a link straight to the policy.
- Can we keep policies in Confluence?
- Yes. Pages sync in and remain marked with their source.
Where to look next.
All 18 modulesHR
Labour is your largest cost. It should appear in the accounts like one.
ExploreFinance
Every invoice you send, every bill you pay, every version of both.
ExploreSales
One price, one stock figure, one ledger - counter, phone and web.
ExploreInventory
What you hold, where it sits, and what it is actually worth.
ExploreProcurement
Money leaves the business here. Everything is built around that.
ExploreManufacturing
What it cost to make, not what you hoped it would cost.
ExploreSee Compliance with your own numbers in it.
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