Use case
You published the new policy. Did anyone actually read it?
Publish in Documents & Policies, send it through Distribution & Reviews, and watch acknowledgements come in against each name. Automated reminders chase whoever hasn't responded, when someone asks whether your people have seen it, you show them the list, not a sent-folder.
Right now, 'distributing' a policy means emailing a PDF and hoping it landed.
The safeguarding policy is updated. You email it to all staff, pin it to the noticeboard, and mention it in the briefing. Then nothing. You have no idea who opened it, who read past the first page, or who filed it unread. The new starter who joined last week wasn't on the distribution list at all.
When an incident happens, or an inspector asks, the question is never 'did you write the policy?' It's 'can you prove the relevant people had seen it?' An email in your sent folder is not proof. A signature in a folder somewhere is not a system.
So the burden falls on you: chasing acknowledgements by hand, keeping a spreadsheet of who's signed, re-sending to the people who ignored the first three reminders. The document was the easy part. Proving it reached people is the job.
See it in action
With distribution and reviews connected, the workflow looks like this.
Approve and publish
Draft it, get it signed off, publish a controlled version.
Write or update the document in the editor, with AI to help you draft from a prompt rather than a blank page. Route it for approval, and once it's signed off it becomes the controlled, current version, with the old one retired and the change history kept on the record.
- AI helps you draft and update.
- Generate or revise policy content in the editor, so a new version doesn't start from a blank page.
- Approval before it goes live.
- Route the draft for sign-off. Only the approved version becomes the current, controlled one.
- One current version, full history kept.
- The latest version is what people receive. Superseded versions stay on the record for the trail.
Distribute to the right groups
Send it to a group, not a guessed list of names.
Distribute the policy to the groups who need it: all teaching staff, the maintenance team, every site. Anyone in those groups receives it, and anyone who joins the group later receives it automatically. No more rebuilding a recipient list by hand each time and hoping you didn't miss the new starter.
- Distribute by group, not by name.
- Send to the groups who need it. Membership drives delivery, so the right people always receive it.
- New members are covered automatically.
- Someone added to a group picks up what's distributed to it, so new starters aren't missed.
- Acknowledgement requested on receipt.
- Each recipient is asked to confirm they've read it, captured against their name and timestamped.
See who has, chase who hasn't
Acknowledgements against every name. Gaps you can act on.
Watch acknowledgements come in: who's confirmed they've read it, and who's still outstanding. Automated reminders go to whoever's outstanding, so chasing isn't your job any more. And when the policy is due to change, a scheduled review brings it back round before it quietly goes out of date.
- Read receipts against every recipient.
- See exactly who's acknowledged and who's still outstanding, at a glance, by group or by site.
- Reminders chase the stragglers for you.
- Outstanding recipients are nudged automatically, so you're not the one sending the fourth follow-up.
- Scheduled reviews keep it current.
- Each document comes back round for review on time, so nothing quietly falls out of date.
- Make them prove it, not just click.
- Require a short quiz pass before an acknowledgement counts, so 'I've read it' means they actually understood it, not just that they clicked.
This workflow runs through Documents & Policies, where the policy lives, Distribution & Reviews, which tracks who received it, and People & Training, which holds the acknowledgement against each person's record.
Free readiness check
Could you prove it tomorrow?
Most teams only find the gaps when someone asks. This finds them first: a readiness score, your biggest gaps, and a plan for each, in about three minutes.
Across sectors
This workflow works the same way everywhere.
The details change depending on your world.
Education
The updated safeguarding policy goes to all staff and governors. Acknowledgements are tracked against every name, new starters are covered automatically, and you can show an inspector exactly who has read the current version.
Offices & Workplaces
Updated health and safety policy, fire evacuation procedure, or tenant-specific rules sent to staff on each floor. Acknowledgements tracked per person, ready for the landlord or insurer.
Charities & Children's Services
Updated safeguarding or operational policy sent to staff, volunteers, and sessional workers. Acknowledgements tracked per person, ready to show trustees or inspectors.
Care Homes
A revised medication procedure is distributed to care staff by role and shift. Read receipts confirm who's acknowledged it, and reminders chase the rest, so the evidence is ready for the next regulatory visit.
Facilities Management
A new method statement or site rule is sent to the teams it affects across every building. Acknowledgements are tracked per site, giving you proof of communication for the client.
Manufacturing & Warehousing
An updated safe system of work goes to the operators on the affected lines. Who's acknowledged it is visible at a glance, and the record stands up as evidence of competence and communication.
Leisure & Hospitality
Updated pool or fire procedures are distributed to duty managers and seasonal staff. Acknowledgements are captured as people join, so public-safety evidence stays complete through every intake.
Construction & Installation
Revised method statement or site rule sent to the crew on the affected jobs. Who has read and signed is visible before work starts.
Keep exploring
Related use cases
The same connected workflows, applied to the situations that sit alongside this one.
A new starter joins
Distribution is half the new-starter story. See how policies, induction, and training all land in their inbox so their compliance record is live from day one.
See use caseA risk needs assessing
The same acknowledgement beat runs through risk. See how an assessment is built, distributed to everyone involved, and signed before the activity starts.
See use caseAre we meeting the standard?
Acknowledged policies are one requirement of many. See how distribution evidence feeds a live, site-by-site view of whether each standard is being met.
See use caseExplore the platform
See it for yourself.
Book a demo and we'll distribute a policy to a test group so you can watch the acknowledgements, and the gaps, appear in real time.
