Creating a New Policy
Navigate to your Admin dashboard and click Policies.
Click Add New in the top right corner.
Select Policy from the drop-down menu.
Adding Policy Content
The policy creation screen contains several fields to define your document:
Basic Details
Title: Enter the policy name in the field at the very top of the screen.
Document Number: Assign an identification number to your document if desired.
Group & Process: Select your organization categories here to organize the file and automatically apply formatting prefixes to your document number.
Content Method
Choose one of the two following options to add your policy text:
Option A: Built-in Text Editor
Type your content directly into the provided text box.
Use the rich text toolbar to style text (bold, italics, underline, strikethrough).
Paste images directly into the text box to include visual elements.
Option B: PDF Upload
Toggle the content choice setting to PDF.
Drop or choose your file in the file upload box.
Click the three-dots menu icon in the top right corner of the uploaded file if you need to replace or download the document.
Importing Existing Policies
Click the Import button beneath the editor to duplicate an existing policy.
This copies the original policy's Title, Content, Group, Process, and Document Number. This is helpful for:
Creating policy variations for different organizational areas.
Drafting a new version of a policy without removing the active one.
Organizing Your Policies (Groups and Processes)
All created items populate your main Policy list. To keep documents organized, you can structure your list using Groups and Processes.
Organizational Schemes
Depending on your company's needs, you can implement one of three organizational structures:
Standalone Structure: No Groups or Processes; all Policies list independently.
Grouped Structure: Policies are organized purely into top-level Groups.
Grouped & Processed Structure: Policies are organized into subsections (Processes) nested within top-level Groups.
Creating a Group
From the Main List: Go to your main Policy list page, click Add New, and select Group.
From Inside a Policy: Open any policy, click the Group dropdown, and choose Add New.
Configuration: In the fields, enter a Code and a Title (both can use numbers, letters, and special characters like
.,-, or/).
Note: Group Titles can be duplicated, but Group Codes must be unique.
Save: Click Save to finish. The Group will now appear as a dark grey bar in your main list..
Adding Policies to a Group
Open the policy you want to categorize.
Click the Group dropdown and select your group.
Click Save in the top right corner.
Document Numbering: Once a policy is added to a group, its document number automatically adopts the Group Code as a prefix.
Example:
JHSC.01(Group Code . Document Number)
Creating a Process
Ensure you have created at least one Group first.
From Policy List:
Click Add New in the top right corner and choose Process.Select the group
Enter Process Code
Enter Process Tittle
Save
From a policy
Select Add New from the Process dropdownType Process Code
Type Process Tittle
Adding Policies to a Process
Open your desired policy.
Because Processes depend on Groups, you must select the Group dropdown first.
Open the Process dropdown (which dynamically filters to show only processes belonging to that group) and make your selection.
Click Save in the top right corner.
Document Numbering: The policy's document number will update to pull prefixes from both categories.
Example:
JHSC.01.01(Group Code . Process Code . Document Number)
Order of Appearance in the Policy List
The layout and sorting of your Policy list relies entirely on the presence and format of your Document Numbers. This number is displayed in small grey text directly above the Policy name.
Whether your policies are standalone or organized within Groups and Processes, Workhub enforces a strict sorting order. Policies are arranged from first to last based on the following logic:
Policies without a Document Number (always appear at the very top).
Policies with a purely Numeric Document Number (e.g.,
123).Policies with an Alphanumeric Document Number beginning with a Number (e.g.,
12A).Policies with a purely Alphabetic Document Number (e.g.,
ABC).Policies with an Alphanumeric Document Number beginning with a Letter (e.g.,
A12).
Note: The same order applies to policies nested within Groups and Processes; they are housed under their category first, then sorted internally according to this logic.
If your policies are numbered (for example, 1, 2, 3, etc.), remember that when sorted alphabetically or as text, 0 (zero) comes before 1. To ensure your policies are sorted in the correct numeric order, add a leading zero to all single-digit numbers.
A leading zero is only required for single-digit numbers. Once you reach 10, the leading zero is no longer needed.
Configuring Global and Individual Policy Settings
Choices made in the Settings tab for the Policies component apply by default to every policy in the account.
However, you can manually override these defaults inside the Policy Settings box on the right side of any individual policy page.
Available Component Settings
Default Review Time: Sets how long workers must study a policy before they can acknowledge it. Options range from 10 seconds to 30 minutes, or you can choose No Review Time.
Admin Review Interval: Determines how long a policy remains active for administrators before requiring verification. Options range from 1 to 4 years, or Never.
Enable Assignment by Location: Adds an extra layer of complexity by factoring both Positions and Locations into policy access. (Not recommended unless your organization is large and has highly diverse regional assignment requirements).
Comment Pre-Approval: Controls whether worker comments must be reviewed by an admin before being shared with other workers (Yes or No).
Allow Worker Downloads: Gives workers an option to download a PDF copy of the policy (Yes or No).
Allow Worker Declines: Controls whether workers can actively decline a policy (Yes or No). (Allowing declines is recommended for most typical use cases).
Decline Email Alerts: Sends an automated email notification to the designated "Policy Contact" if a worker chooses to decline a policy (Yes or No).
Point Accumulation: Determines how many rewards points a worker earns for completing an acknowledgment. Options include:
No points
1 to 10 points (increments of 1)
20 to 50 points (increments of 10)
100 points
Safety Points Scope: Restricts point accumulation rules to Required policies only or applies them to Required and Optional policies.
Individual Override-Only Settings
The following parameters can also be fine-tuned inside a specific policy's settings panel:
Active/Inactive: Inactive policies are hidden from workers entirely.
Policy Contact: Assigns a specific person whose name, email, and phone number display on the worker dashboard for questions.
Add Signing Authority: Appends the digital signature file uploaded in your Account component to the bottom of the document (Available on the Standard Plan).
Date Signed: Selects the formal execution date (present or backdated) visible to workers.
Saving and Finalizing
Once you have filled out your content, settings, and connections, you must save the document to unlock administrative features.
Finalize Creation: Click the Save button in the top right corner of the page.
PDF Download: A Download button will appear in the top right corner, allowing you to save a PDF copy of your newly created policy.
Unlocked Tabs: Saving will reveal extra tracking tabs along the top of the screen:
Prior Versions: Access and review previous historical iterations of the policy to track ongoing changes and document updates.
Comments: View and manage worker feedback. Approve pending submissions before they go live, or reply directly to employee comments.
Assignments: Map requirement levels (N/A, Optional, or Required) to specific company positions to control who must complete the policy.
Worker Compliance: Track real-time reading progress, check sign-off dates, view status badges (To Do or Done), or download a full compliance report.
Connecting Related Items
The Related Items box links your policy to other compliance components or Other Forms within Workhub. Use these links to connect documents that influence or affect one another.
Reviewing Links: All linked items display in this box for your reference.
Inactive Tags: If a linked item is deactivated anywhere else in Workhub, an Inactive tag will appear next to it.
Navigation: Click any item's link to open its home component, or click the trash can icon to remove the connection.
Assigning Your Policy
To ensure workers view and acknowledge the policy, navigate to the Assignments tab along the top of the screen.
Standard Assignment Setup
By default, you will see a list of your organization's Positions on the left and requirement columns on the right. Set the compliance level for each position:
N/A: The policy is completely hidden from this position.
Optional: The policy is visible on the worker list but is not mandatory.
Required: Select from Low, Medium, High, or Critical. Any of these choices tags the policy as a mandatory red requirement on the worker dashboard.
Location-Based Assignment Setup
If you have the administrative setting Enable assignment of policies by location set to Yes, your layout changes:
How it works: You will see columns for N/A, Optional, and Required. Click anywhere on a Position row to open a pop-up window, then select the specific locations where this policy applies to that position.
⚠️ Warning: Enabling location-based assignments adds complexity to database queries and can significantly slow down page load times. This setup is recommended only for very large, highly complex organizations.
Important: You must click Save Assignments in the top right corner to apply your assignments.
Managing Worker Comments
Workers can leave feedback directly beneath their assigned documents. As an administrator, you can use the Comments tool to manage these opinions and share them with the rest of your organization.
Reviewing and Moderating Comments
By default, Workhub requires admin approval before worker comments become visible to other employees. This default setting can be changed from the general policy settings at any time. To change the default setting, follow the steps below.
Policies
Settings
Do worker comments need to be approved before they are shared with other workers?
Yes (requires approval)
Save Settings
Alerts: When new comments are pending approval (if selected), a gold bubble will appear on the Policies tile on your main admin dashboard. Clicking this bubble takes you directly to a filtered list of policies with comments needing review.
Filtering: You can also open the Policies component manually and filter your list by Pending Comments.
The Comments Tab: Inside an individual policy, the Comments tab will display a gold bubble showing the number of entries. Comments awaiting review are marked with a gold Pending approval label.
Administrator Actions
For each comment, you can choose from the following actions:
Show: Approves the comment and makes it visible to all other workers.
Hide: Keeps the comment hidden from other workers.
Changing Actions: If you make a mistake, click the three-dots menu icon next to a moderated comment to swap its state (e.g., changing a Shown comment back to Hidden).
Remove: Permanently deletes the comment from the system.
⚠️ Note: Clicking Remove opens a confirmation pop-up encouraging you to Hide the comment instead. Keeping comments hidden rather than deleted preserves an accurate administrative paper trail of all historical employee feedback (whether constructive, negative, or inappropriate).
Click Delete only if you are certain you want to remove it entirely.
Reviewing Worker Compliance
Policies do not operate on an expiration schedule for workers, meaning the gold Coming Due status bubble does not exist on the employee side. To review compliance, go to the Worker Compliance tab at the top of the window to see a list of all assigned workers and their status.
Compliance Statuses
🟢 Done: The worker successfully reviewed and acknowledged the policy.
🔴 To Do: The policy is required but has not been reviewed yet.
🔴 To Do - Major Update: An admin pushed a Major Update, requiring the worker to read it again.
🔴 Declined: The worker actively declined the policy.
⚪ Completed on (Date): Optional policy, it is available to the worker but not mandatory.
Worker Tracking & Actions
The Status column displays the exact date the worker acknowledged the policy. Click the three-dots menu icon on the far right of any worker's row to manage their profile:
Worker Status | Available Admin Actions |
Reviewed (Done) | • Worker Activity: View a log of the user's historical compliance. |
Not Reviewed (Missing) | • Acknowledge: Manually sign off on the policy on behalf of the worker. This adds an administrative prefix to the completion date in the status column. |
Declined | • Worker Activity: View a log of the user's historical compliance. • Acknowledge: Manually sign off on the policy on behalf of the worker. This adds an administrative prefix to the completion date in the status column. |
Bulk Reset Tool
⚠️ Warning: Bulk compliance resets cannot be reversed. Ensure this action is absolutely necessary before confirming
At the top of the menu column is a red symbol featuring an arrow and a toggle.
This allows you to wipe out the compliance history for all workers simultaneously.
Clicking it opens a verification window showing the total number of affected workers and requesting a reason for the reset.
Reviewing Your Policies (Admin Review)
To maintain an up-to-date and legally compliant manual, administrators must review company policies periodically based on the Admin Review Interval. Workhub flags items requiring your attention directly in the Policy List using color-coded statuses:
🟡 Coming Due: The policy is approaching its administrator review date and is flagged with a gold bubble.
🔴 Requires Review: The policy has passed its review deadline and is marked with a red bubble.
How to Process an Admin Review
Click into any Policy displaying a gold or red review status. A notification banner will appear at the top of the page alerting you that a review is required.
Review the document and make any necessary additions or edits within the editor or via file upload.
Click the Review button inside the top banner.
A pop-up window will ask you to select the date of the change and the update type (Major or Minor):
Update Type | Version Number Behavior | Worker Compliance Impact |
Major Update | Increments to the next whole number (e.g., | Resets compliance completely. All assigned workers are notified and must re-review the policy. |
Minor Update | Increments to the next decimal point (e.g., | Compliance is preserved. Workers who have already signed off remain marked as compliant. |
Regardless of the update type, you must fill out the Reason/Changes field and assign a new Review Date before saving.
Managing the Digital Paper Trail
After completing a review, Workhub automatically logs the action under the Prior Versions tab. This historical log maintains strict organizational accountability by tracking:
Version numbers and Policy names.
The identity of the administrator who performed the update.
Precise "Updated On" timestamps.
Explicit reasons for the change.
Managing Page Filters and Organizing Views
To easily navigate a large list of policies, you can use the built-in filtering system to isolate specific documents, track down archived files, or view recent revision updates.
How to Add Filters
Locate the Filter options tool menu near the upper-left corner of your main Policies page, selct Add Filter and a pop up screen will open.
Select or check the specific parameter box you want to isolate (for example, checking the Pending Comments box to search comments waiting for approval) and click continue at the bottom and repeat as needed.
Click Apply Filters. Your master dashboard list will immediately update.
A distinct blue filter bubble containing your chosen filter name (e.g., Pending Comments Yes) will anchor itself in the top left corner, indicating that a filtered view is currently active. You can stack multiple filter layers as needed to further refine your search.
How to Remove Filters
To clear your sorted parameters and return to your complete, baseline inventory view:
Locate the active blue filter bubble at the top left of your Admin Dashboard.
Click the small X icon nestled inside that blue bubble.
The view will instantly clear the restriction and reload your standard current policies list feed.
Exporting Data from the Master Policies Page
To run compliance audits, back up records, or print physical safety binders, you can extract your information directly from the main Policies dashboard. Click the Download button located in the top right corner of the page and select from the following file types:
Policy List PDF: Generates a clean, readable text overview of your active policy document index.
Policy List Excel: Extracts your complete policy database into an Excel file, allowing you to sort, filter, or audit specific tracking metrics.
Policy Manual: Packages all of your individual active policy text documents together into a single, comprehensive company safety manual PDF.
Recent Worker Comments: Exports a compiled chronological log of all recent feedback, questions, or responses left by workers across your policy entries.
⚠️ Plan Restrictions Reminder:
Detailed Excel reporting and bulk data extraction tools are exclusively available on the paid Standard Plan. Free accounts must download items individually, and all generated PDF documents will contain a digital watermark.
Connecting Policies to Worker Rewards
Link communication directly to your company incentives to boost employee engagement and accountability. When configured, workers accumulate points for reading updates.
Eligibility Control: In the Settings tab, you can determine which Policies award payouts. Restrict rewards to Required Policies only to incentivize critical updates, or expand to Required + optional Policies to reward organic workplace learning.
Point Calibration Matrix: Set the specific reward weighting for completing a reading task or acknowledging a Policy. Point selections are flexible and range from No Points up to a maximum of 100 points per single policy.
System Log Integration: Once a worker successfully clears the required reading timer and/or completes the mandatory verification checkmark, the system automatically marks the record Done and applies the designated point(s) to the worker's Reward Points.
📖 Related Resource: For an in-depth look at our Rewards Feature, please see our Rewards Article
At Workhub we value Human Connections, no bots or AI. All our Standard Plan users receive live interactions with a Customer Support Agent via Phone, Email, and Instant Chat.
Need Help?
If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support. You can also email our Support Centre at [email protected].
Finally, if you are a Standard Plan Subscriber, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.