Announcements and policies

Tell staff what is happening, keep a library of HR policies with versions, ask people to acknowledge the policies that matter, and show upcoming birthdays and work anniversaries.

Contents: Who can use it · Screens · Announcements · Audience · Policies · Policy acknowledgments · The employee side · Example · FAQ

Who can use it

• Announcements and the policy library are on every plan that has HRM.
• Asking people to acknowledge a policy, and the Policy acknowledgments page, need the matching permission.
• Employees read what is addressed to them with no permission, as long as their login is linked to an employee record.
• HR needs, in the Roles screen: the announcement permissions (List, View, Create, Update, Delete, Publish), the policy permissions (List, View, Create, Update, Delete, Publish) and the policy acknowledgment permissions (List, Create for reminders, Export).

Where: HR's screens are in HR → Culture: Announcements, Policies (the policy library) and Policy acknowledgments. Employees open their own page from HR → Self service → My announcements, or from the Announcements widget on the dashboard.

The screens

Screen	Purpose
Announcements	Write, publish and retract announcements; see who read them
Policy library	Policies with their versions, effective dates and audience
Policy acknowledgments	Who has acknowledged each policy, who is late; remind and export
Announcements and policies	The employee's feed, policies, acknowledgments and celebrations

Announcements

1. Click New announcement.
2. Enter a Title and the Message (plain text; line breaks are kept).
3. Optionally set Show from (empty means from the moment you publish) and Hide after (empty means until you retract it).
4. Turn on Pin to the top to keep it above newer ones.
5. Choose the audience and click Save. It is saved as a draft.
6. In the row menu, click Publish. The audience is notified. If Show from is in the future, the status shows Scheduled and people are told when it starts.

The list shows Status, Audience ("Everyone (120)" or "35 people"), Read (for example "28 / 35") and Published. Click the read count, or Who has read it in the menu, to see Read receipts with tabs Not read, Read and Everyone.

You can Edit a live announcement. Changing its audience tells the people added; people removed stop seeing it. Retract removes it from every feed but keeps the record and who read it. Only a draft or a retracted announcement can be deleted.

Status	Meaning
Draft	Not visible to anyone yet
Scheduled	Published, but Show from has not come yet
Published	Live in the audience's feed
Retracted	Taken down; record kept

Choosing the audience

Leave everything empty to reach everyone. Otherwise pick any of Branches (a branch includes the branches under it), Departments, Legal entities and Worker types, and add Named people on top. Choices add up: a person is included when any one of them matches.

Policies

1. On Policy library, click New policy. Enter the Policy name, a Category (for example Conduct, Leave or Security) and a Description. Click Create.
2. Open the policy and click Add version. Choose the File (PDF or a document), the Effective on date and What changed (shown to employees).
3. To ask for acknowledgment, turn on Ask people to acknowledge this version and set Acknowledge within (days) (14 by default, counted from the effective date or publishing, whichever is later).
4. Choose the audience and click Save. The version is a Draft.
5. In the version menu, click Publish. Its audience is told, and if acknowledgment is on, everyone in the audience is asked.

On a published version only What changed and the audience can be changed; the file and date stay as people were told. Retract a version and people see the one before it instead. Archive hides the whole policy from employees; Restore brings it back. A policy can be deleted only while none of its versions is published.

Policy acknowledgments

The page shows one card per published version that asks for acknowledgment, with a progress bar, "12 of 40 acknowledged" and an overdue count. Click a card to filter the list below to that version.

• Remind sends a reminder to everyone who still owes it (at most once a day per person).
• Ask new joiners asks people who joined the audience since publishing. This also happens automatically every night.
• The list shows each person with Status (Open, Overdue, Acknowledged), Due and Acknowledged on. Filter by name or code and status.
• Export downloads the filtered list as a spreadsheet (CSV) as evidence.

Automatic reminders: the employee is reminded 7 days before the due date and on the day; on the due day their manager is told and HR gets a digest. When a newer version is published, open acknowledgments on the older one are dropped, so people acknowledge the text in force.

The employee side

On Announcements and policies:

• Announcements tab: the newest first, pinned on top, unread ones marked with a dot and counted in the tab. Opening one marks it read.
• Policies tab: if anything is waiting, a card says "Please acknowledge N policies". Click Read to open the file, then I have read it. Below it, every policy that applies to you with its version and Download, and a Coming note when a new version takes effect soon.
• Next 14 days: upcoming Birthdays and Work anniversaries. Turn off Show my birthday to colleagues to hide yours; only the day and month are ever shown, never the year.

Example scenario

Padma Net Support updates its Code of Conduct. HR's Farhana adds version 2 with the change note "New rules on customer data", turns on acknowledgment within 14 days and publishes it to everyone. Field technician Jamal sees "Please acknowledge 1 policy", reads it on his phone and clicks I have read it. After ten days Farhana opens Policy acknowledgments, sees 8 people still open and clicks Remind. She also posts a pinned announcement "Eid holiday roster" for the Khulna branch only, and checks the read receipts the next morning.

Tips

• Write announcements as drafts, review, then publish. Use Show from to schedule.
• Keep What changed short; employees see it with the notice.
• Export acknowledgments before an audit.

Troubleshooting and FAQ

An employee does not see an announcement. Check its audience, its Show from and Hide after dates, and that it is published, not a draft.

"Ask people to acknowledge" is missing. You lack the permission to manage policy acknowledgments.

The employee page says "Your account is not linked to an employee record." Ask HR to link the login to the employee.

Can I change the file of a published version? No. Add a new version.

Related pages

Self-service · Signatures · Documents and letters · Employees