Policies in Factorial help companies centralise important internal documentation and ensure employees not only have access to it, but also read and acknowledge it when required.
With the latest improvements, Policies now support the full policy lifecycle: from publishing a document, to targeting the right audience, requesting acknowledgement, and tracking compliance over time.
Overview
With Policies, you can:
- Create, upload, organise, and distribute internal documentation such as:
- Employee handbooks
- Code of conduct
- IT and security policies
- Health & safety guidelines
- Expense and travel policies
- Remote work agreements
- Data protection and compliance documents
- Control who can access each policy
- Target policies by:
- Legal Entity
- Workplace
- Team
- Request employee acknowledgement
- Track acknowledgement rates
- Monitor policy adoption and visibility
- Detect which employees still need to review important documentation
Policies can be targeted to specific groups of employees and, when needed, employees can be asked to confirm they have read and understood the content. This helps HR and Operations teams improve communication, compliance, and visibility across the company. Besides, HR teams can control who sees each policy, request confirmation of understanding, and track acknowledgement rates in one place.
When and why it should be used
Use this feature to:
- Share company policies with specific groups (for example, by legal entity, workplace, or team)
- Ensure employees are informed about new or updated policies
- Collect and track acknowledgement for compliance or audit purposes
- Improve adoption and visibility of internal documentation
This is especially useful for mandatory policies such as code of conduct, GDPR compliance, data protection, remote work policy, or health and safety guidelines. Policies are especially useful when information must be:
- Clearly communicated
- Easily accessible
- Acknowledged by employees
- Auditable for compliance purposes
How to use
- On your sidebar, go to Policies
- You can:
- Upload a new policy document or select an existing one
- Create a new policy directly in Factorial
- During the publishing process, define visibility by selecting one or more of the following:
- Legal Entity
- Workplace
- Team
You can combine multiple filters to create more precise visibility rules
- Enable Request acknowledgement if you want employees to confirm they have read and understood the policy
- Publish the policy
- Once published:
- Employees included in the visibility settings will gain access
- Employees requiring acknowledgement will receive a pending task
- They confirm understanding through a simple acknowledgement action
- HR and Admins can track progress from the policy overview
- Track acknowledgement status and percentages directly from the policy overview. From the Policies overview, Admins and HR teams can monitor:
- Total affected employees
- Number of acknowledgements completed
- Pending acknowledgements
- Overall acknowledgement percentage
This helps teams identify:- Policies with low adoption
- Employees who still need reminders
- Documentation gaps across departments or locations
How visibility works
For example:
- A Spain-specific labor policy can be visible only to employees in the Spanish legal entity
- An office access policy can be visible only to employees working in a specific workplace.
- A Finance process policy can be shared only with the Finance team.
If no visibility group is selected, employees will not have access to the policy.
If an employees cannot see a policy, check that:
- The policy is published
- Visibility settings include the correct:
- Legal Entity
- Workplace
- Team
If acknowledgement rates are low, verify that:
- The correct employees were targeted
- Acknowledgement was enabled during publishing
- The policy content is easy to understand
- You may also consider re-sharing or reminding employees manually.
If you cannot see acknowledgement data, you may not have the required permissions to access policy analytics or acknowledgement information. Contact your company Admin to review your permissions.
Policies Dashboard and Insights
Policies also include a dedicated dashboard that helps HR and Admin teams understand how employees interact with company policies and identify knowledge gaps across the organisation.
Depending on permissions, Admins and HR teams can access analytics and insights related to:
- Questions employees are asking about policies
- Most searched topics
- Areas generating confusion or repeated questions
- Trends in employee concerns or curiosity
- Policies with low understanding or engagement
This dashboard helps companies move from static documentation to a more dynamic and data-driven knowledge management system. For example, teams can detect:
- Employees repeatedly asking about vacation rules
- Confusion around expense reimbursement processes
- Increased questions related to remote work or overtime
- Missing documentation for recurring operational questions
These insights can be used to:
- Improve existing policies
- Create new policies proactively
- Clarify unclear sections
- Identify communication gaps across teams or locations
- Detect trends and behavioural patterns inside the company
The dashboard is especially valuable for HR, Operations, Legal, and Internal Communications teams looking to continuously improve internal documentation and employee understanding.
Access to the Policies Dashboard depends on user permissions and your company’s Policies plan configuration.
Best practices
- Target policies carefully: Avoid sharing every policy with every employee. Limiting visibility improves relevance and reduces information overload.
- Use simple and clear language: Policies written in clear, understandable language usually achieve higher acknowledgement rates and better employee understanding.
- Re-request acknowledgement after major updates: If a policy changes significantly, request acknowledgement again to ensure employees are aware of the new information.
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Review acknowledgement data regularly: Monitoring acknowledgement rates can help identify:
- Teams missing important information
- Communication gaps
- Policies that may need clarification or simplification
FAQ
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Who can create and publish policies?
Admins and users with the appropriate permissions can create, edit, and publish policies.
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What does acknowledgement mean for employees?
Employees confirm they have read and understood the policy through a simple acknowledgement action.
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Are notifications sent automatically?
Currently, employees receive a task requesting acknowledgement.
Additional notification and reminder capabilities are planned for future releases.
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Can I track who acknowledged a policy?
Yes. HR teams and Admins can track acknowledgement progress and view overall completion rates directly from the Policies overview.
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Can employees access old policies?
Employees can access any policy that is:- Published
- Visible to them according to the configured visibility settings
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What happens when a policy is updated?
Admins can republish the updated version and optionally request acknowledgement again to ensure employees review the latest changes.