Policy sign-off tracking

Policy Acknowledgement Software
for UK Employers

Ask every active employee to confirm they have read your handbook, health and safety policy or any other company document. See who has not, keep a dated record of every confirmation, and give staff a simple read-and-confirm list. Part of Leavely alongside leave management, rotas and documents at £8 per user per month.

Free 14-day trial. No credit card required.

£8

per user/month

Dated

confirmations

Gaps

shown by name

"Please read the attached" is not a record

Most employers send the handbook out by email and hope for the best. Some people reply, most do not, and a year later nobody can say for sure who read what. When a policy changes, the same thing happens again.

That gap shows up at the worst moment: in a disciplinary meeting, after an accident, or when someone says they were never told. Being able to show a dated confirmation from that employee is far better than searching an old inbox.

Leavely turns sign-off into a list. Admins pick the documents that need it, staff confirm them from their own login, and you can see who is still outstanding at any time.

Where a signed record helps

Where a dated confirmation helps. Leavely records the confirmation; what your policies say is up to you.

Disciplinary and grievance

If a disciplinary or grievance case arises, the ACAS Code of Practice applies, and a tribunal can adjust an award by up to 25% for an unreasonable failure to follow it. A dated confirmation that the employee read your disciplinary and grievance policy is part of a clear record.

Health and safety

If 10 or more people normally work at the same premises at the same time, you must keep an accident book. Asking staff to confirm they have read your health and safety policy puts the rules and the reporting process in front of everyone.

Right to work and onboarding

Right to work checks must be done before someone starts. Pair policy sign-off with your onboarding checklist so new starters confirm the handbook in their first days, alongside the other checks.

What a confirmation shows

A confirmation records that a named employee said they read a specific document on a specific date. It does not replace contracts, training or the policy itself.

Handbook sign-off without the chasing

Replace reply-all emails and paper sign-off sheets with a read-and-confirm list.

Read-and-confirm requests

Mark any company-wide document in Documents as needing sign-off. Every active employee is asked to confirm they have read it.

See who has not signed

For each policy, see how many people have confirmed and the names of everyone still to do it. No more chasing replies to an email.

Dated confirmations, kept

Each confirmation is stored with the employee, the document and the date. The record stays with the document.

A clear list for staff

Employees see the policies waiting for them and the ones they have already confirmed, in one place.

Dashboard nudge

Employees with policies still to read see a reminder on their dashboard, so sign-off does not rely on someone remembering an email.

Part of your documents

Policies live in the same Documents area as the rest of your company files, inside the platform your team already uses for leave and rotas.

How it works

  1. 1

    Upload the policy

    An admin adds the handbook or policy to Documents as a company-wide document.

  2. 2

    Ask everyone to confirm

    Mark it as needing sign-off. Every active employee now has it on their read-and-confirm list, and a nudge on their dashboard.

  3. 3

    Staff read and confirm

    Each employee reads the document and confirms they have read it. The confirmation is saved with the date.

  4. 4

    Follow up the gaps

    Check the sign-off count and the list of people who have not confirmed, and follow up with them directly.

Who can see what

Everyone confirms their own policies. Admins see the overall picture.

Admins and owners

Choose which documents need sign-off and see, for each one, who has confirmed and who has not.

Managers

Confirm the policies that apply to them, like any other employee.

Employees

See the policies waiting for them, confirm each one, and see the ones they have already confirmed.

Know who has read your policies

Ask staff to read and confirm, see who has not, and keep a dated record. All included at £8 per user per month.

or start a free 14-day trial

Frequently asked questions

How does policy sign-off work in Leavely?
An admin uploads a company-wide document, such as the employee handbook or health and safety policy, to Documents and marks it as needing sign-off. Every active employee then sees it on their read-and-confirm list until they confirm they have read it.
Can I see who has not signed a policy?
Yes. For each policy, admins see how many people have confirmed out of everyone expected to, and the names of anyone who has not yet.
Is each confirmation dated?
Yes. Each confirmation is recorded against the employee and the document with the date and time, and kept. Employees can also see the policies they have already confirmed.
Which documents can need sign-off?
Company-wide documents only, such as a handbook or a policy that applies to everyone. Documents stored against a single employee are theirs and cannot be turned into a sign-off request.
Does a confirmation replace my contract or written statement?
No. It records that the employee confirmed they read a document on a given date. It does not change what your contracts or policies say, so keep those up to date separately.
Is policy sign-off included in the £8/user/month price?
Yes. Policy sign-off is included in Standard at £8 per active user per month. Ultra is £10 and adds manager-approved shift cover.

Guides and related tools

Employee handbook UK guideWhat to include in your handbook and how to keep it current.Disciplinary procedure UK guideHow to run a fair disciplinary process.UK HR compliance checklistThe main legal duties for small employers.Employee onboarding softwareAdd handbook sign-off to every new starter checklist.HR case management softwareRun disciplinary and grievance cases in line with the ACAS Code.Online accident bookLog accidents and near misses with RIDDOR deadlines.

Try Leavely free for 14 days

Policy sign-off, leave management, rotas and more. All for £8 per user per month. No credit card needed.

or start a free 14-day trial