Overview
The Policy Acceptance feature allows administrators to distribute policies to employees, track acknowledgments, and maintain audit-ready compliance records directly within Formalize. You can target specific employee groups, monitor real-time acceptance statuses, and automate reminders for updated policy versions.
Prerequisites
Before configuring policy acceptance, complete the following setup:
Employee Profiles: Ensure all target employees are added under Resources -> Employees with a valid email address.
Employee Groups: Assign employees to relevant groups in the Employee card. Setup groups under Settings -> Employees > Groups. Policy acceptance can be assigned to specific groups or to All Employees.
Setting Up Policy Acceptance
Step 1: Assign Policy Recipients
Define which employee groups should receive the policy.
Navigate to Policies in the main navigation menu and select the desired policy.
Open Policy Settings -> Acceptance.
In the Require acceptance from: dropdown, select one or more employee groups (or select All Employees).
Click Save.
Step 2: Configure Automated Delivery Triggers (Optional)
In the Policy Settings -> Acceptance menu under the Require acceptance from: section, toggle the desired automation options:
Send when new employees join: Automatically sends the published policy to any new employee added to Resources -> Employees who belongs to the assigned group.
Send when new policy version is published: Automatically sends for acceptance to all assigned employees whenever a new version of the policy is published.
Monitoring Acceptance and Manual Sending
To track policy acknowledgments or trigger manual delivery, navigate to the Policy Acceptance tab at the top of the policy page.
Tracking Statuses
The Policy Acceptance table displays a complete list of employees within the assigned group, their current status (Not Sent, Pending, or Accepted), and the exact timestamp of acceptance once completed.
Sending Manual Requests or Bulk Reminders
If automated triggers are not enabled, or if you need to issue manual reminders:
Send Bulk Requests or Reminders:
Click Send Policy in the top-right corner.
In the pop-up modal, choose your recipient target:
Employees who have not yet been sent this policy version: Sends the initial request to newly eligible employees.
Employees who have not yet accepted this policy version: Sends a reminder notification to employees whose acceptance is pending.
Click Confirm & Send.
Send to an Individual Employee:
Locate the employee in the Policy Acceptance table.
Click the Three-Dot Menu (...) next to their name.
Select Send Policy.
Exporting Policy Acceptance Reports
To generate an audit-ready compliance summary:
Open the policy and click the Policy Acceptance tab.
Click Export in the top-right corner.
A spreadsheet report containing Employee name, Status, "Sent at" and "Accepted at" timestamps will be sent to your email address.
How Employees Accept Policies (End-User Experience)
When a policy request is sent, the recipient receives an email notification with a link to the policy.
The employee clicks Read Policy in the email and enters a single-use verification code sent to their inbox to confirm their identity.
The employee reviews the policy text, checks the box labeled "I have read and accept the policy", and clicks Submit.
Formalize automatically logs the exact date, timestamp, and employee email address in the administrator's Policy Acceptance tracking table.
We hope this article was helpful!
If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.