Write your policies and get them signed
Your own policy wording, every version kept, and read-and-sign on the phone.
What this is for
Sign OS keeps your policies, every version of each, and who signed which version and when. It does not supply ready-made policies. When you start one you pick a guide that lists what to decide and what to cover, and you write the wording for your shop. Staff read it and sign on their phone.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Policies list
- New policy
- Start a policy from a guide or a blank page. HR people who can change records only.
- Published · Signatures outstanding · Everyone signed · Retired
- How many policies are live, how many signatures are still owed (reminders go weekly), how many are fully signed, and retired ones kept with their signatures.
- Policy cards
- Each shows what it's about, who it's for, X of Y signed, the current version and date, and a progress bar.
Starting a policy
- Writing guide
- Pick the kind of policy, for example workplace behaviour, drugs and alcohol, phones, vehicles, PPE or leave, or No guide. The guide lists what you need to decide and what the policy should cover. You write the words.
- Name · What it's about · Who it's for
- Who it's for is Everyone on staff, Some departments or Some roles. Only those people are asked to sign.
- The policy · Or upload it as a PDF
- Write it in the box (Preview shows how it reads), or upload the policy you already have. Staff read the PDF if there is one.
- Publish
- Puts version 1 live and asks everyone it's for to read and sign, in Sign OS and by email.
One policy
- Status · Current version · Must have signed · Signed
- Where it's at: how many still to sign and which version they must have signed.
- Remind the N still to sign · Retire policy · Put it back
- Send a reminder now; retire it so staff stop seeing it (every version and signature is kept).
- Who has signed
- Everyone it covers: when they signed, on what device, their signature, and the version. Waiting people are listed first.
- Versions · Publish a new version
- Every version with its change note. A new version asks What changed and whether it Needs re-signing.
Before you start
- Your shop has the HR add-on and you can change HR & safety records.
- Get advice on what your policies must say: the Fair Work Ombudsman, your state's safety regulator, or your own HR or legal adviser. Sign OS doesn't give legal advice or write policies for you, and you're responsible for your own.
Step by step
- 1
Open HR & Safety → Policies and press New policy.
- 2
Pick the Writing guide for the kind of policy you're writing and work through what it asks you to decide.
- 3
Write your own wording in The policy, or upload the one you already have as a PDF. Get it checked if you're not sure it's right.
- 4
Set who it's for and press Publish. Everyone it covers is asked to read and sign, and reminded weekly up to four times.
- 5
Staff open Policies to read on HR & Safety, read it through, tick 'I have read and understood this policy', sign with a finger and press Sign.
- 6
To change it, press Publish a new version, say what changed, and tick Needs re-signing if the change matters. Everyone it covers is asked to sign again. A small fix without it puts nobody back on the list.
Tips & gotchas
- Sign OS doesn't write your policies and nothing in it is legal advice. The guides only list what to think about.
- Old versions are never overwritten, so you can always see what was in force on a date and who signed it.
- Someone who joins, or moves into a department a policy covers, is asked to sign at the next daily reminder.
- Reading and signing policies can't be switched off for staff: if a policy applies to someone, they sign it.