Company policies read and accepted
With SmartMy HRMS, a policy becomes a short course for exactly the people it applies to. Each person reads the current version and presses I Have Read and Accept, which records their acknowledgement in HRMS. A new version goes out again by itself.
PLANSEvery planWith SmartMy HRMS
Built and checked in code; not yet installed on a test system or used by a customer.
Why it matters
When a policy changes, HR has to prove that every person it applies to has read the new version. Emailing a PDF proves nothing, and chasing signatures takes weeks. With SmartMy HRMS and SmartMy Learn, a policy becomes a short course for exactly the people it applies to, kept current every night. Each person reads the current version in the player or the app and presses I Have Read and Accept. HRMS records the acknowledgement of that version. Publish a new version and the course goes out again to everyone, with the new deadline.
The problem it solves
- A new POSH or leave policy is emailed to everyone, and nobody can prove who read it.
- Signatures on paper are chased for weeks and filed where no auditor can find them.
- The policy is revised, and the old acknowledgements are quietly counted for the new text.
- New joiners never see the policies everyone else accepted last year.
How it works
- In SmartMy HRMS, open the policy and press Make a Course. A draft course is made with one Company Policy lesson and a rule for the policy's audience.
- The due date comes from the policy's days to acknowledge. Send the course for review and publish it.
- Everyone the policy applies to is enrolled and told. New people in the audience are added each night.
- The learner opens the lesson, reads the current version's PDF and presses I Have Read and Accept. HRMS records the acknowledgement of that version, with the time.
- People who have not accepted by the due date are marked overdue and told; their manager hears too.
- When HR publishes a new version, everyone's lesson opens again with the new deadline, and they accept the new text.
Everything it does
Making the course
- Make a Course on the policy, for Learn Authors: a draft course named after the policy
- One lesson of kind Company Policy, linked to the policy, 10 minutes long
- Days to Finish: the policy's days to acknowledge
- Enrolment rule Policy Audience: the people the policy applies to in HRMS, kept current every night
- Any course can also have a Company Policy lesson next to other lessons, such as a code of conduct course with a quiz
Reading and accepting
- The lesson shows the PDF of the policy's current version inside the player
- I Have Read and Accept marks the lesson done
- It records the acknowledgement of the current version for the person's employee record in that entity
- Works the same in the SmartMy Learn app, in the lesson page inside the app
A new version
- Publishing a new policy version in HRMS reopens the lesson for everyone who had accepted
- Their course goes back to Learning, due by the version's acknowledgement deadline
- They get Course Assigned again and accept the new text
- Earlier acknowledgements stay with the version they were for
Following up
- Learn: Enrolments with filters Learning, Finished and Overdue; Learner Progress
- HRMS: the acknowledgements per policy version
- Managers: My Team's Learning, and Team Course Overdue messages
Who uses it
HRKeeps the policy, its audience and its versions in SmartMy HRMS, and makes the course.
Learn Author or Learn ManagerReviews and publishes the policy course.
EmployeeReads the policy and presses I Have Read and Accept.
ManagerIs told when someone in the team is overdue, and sees the team's learning.
Where you use it
- Web: the policy in SmartMy HRMS, button Make a Course
- Web: the course in Learn > Manage Courses > Courses, and its enrolments
- Web and portal: the player at /learn
- The SmartMy Learn app, and Learning in the SmartMy HRMS app (built and in testing, not in the app stores yet)
What you control
Settings
- Days to Finish: from the policy's days to acknowledge
- Due date after a new version: the version's acknowledgement deadline
- Audience: the policy's audience in HRMS
Approvals
- Course publishing: the policy course is published by Learn Managers or your chain's levels
Notifications
- Course Assigned: to each employee when enrolled, and again for a new version, by email and in the app
- Course Due Soon and Course Overdue: to the employee, by email and in the app
- Team Course Overdue: to the employee's manager, by email and in the app
- Every Learn event is a work message, so nobody can switch it off for themselves
Works with
SmartMy HRMSNeeded: the policies, their audience, versions and acknowledgements live in HRMS; Learn delivers them and records the acceptance.
Questions
Do we need SmartMy HRMS for this?
Yes. The policy, its audience, its versions and the acknowledgements are kept in SmartMy HRMS. SmartMy Learn delivers the policy and records the acceptance there.What counts as proof that someone accepted?
The acknowledgement in HRMS for that policy version, on their employee record. It holds the date and time they pressed I Have Read and Accept.What happens when we change the policy?
Publish the new version in HRMS. Everyone who accepted the old one gets the course again, due by the new deadline, and accepts the new text.Can we add a quiz to the policy?
Yes. Add a quiz lesson to the policy course. The course is finished when both the policy and the quiz are done.Does a new joiner get the policies?
Yes, when the policy's audience covers them. The course's rule adds them the next night.Related features
COURSES AND ENROLMENTEnrolment by hand or by rules, kept current every nightPut people on a course by hand, or write a rule once: a role, a department, new joiners or a class. Every night the course enrols whoever the rule matches and drops people who no longer match.APP, MESSAGES AND POLICIESMessages when a course is assigned, due soon, overdue or finishedLearners are told when a course is assigned to them, three days before it is due, when it is overdue and when they finish. With SmartMy HRMS the manager hears about overdue courses too.QUIZZES AND CERTIFICATESQuestion bank and quizzes with a timer, attempts and negative marksKeep your questions in one bank, in ten kinds. Build quizzes from chosen or random questions with a timer, attempts, negative marks and a pass mark. Seven kinds are marked at once; written and file answers wait for a teacher.TEACHING AND TRACKINGLearning reports: who is late, drop-off and hardest questionsSee who is behind or overdue, which lesson people stop at, and which quiz questions most learners get wrong. Every report filters by course, learner and entity, and each author sees only their own courses.COURSES AND ENROLMENTCourses, sections and lessons from YouTube, Vimeo, PDF, slides, articles and filesBuild a course from sections and lessons: YouTube or Vimeo videos, PDFs, slides, articles, links and files to download. Authors build it, a Learn Manager publishes it, and learners follow it in order or in any order.
See your first course on it.
Tell us who learns (students, staff or both), how many people and what you teach today. We will set up one course with you and enrol a class or a department.