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Employee policy portal with deadline reminders

A policy acknowledgment portal is where the people team publishes each policy as a file, gives every employee a deadline to read it, and sees name by name who hasn't yet. Anyone still outstanding gets a reminder as the deadline nears.

Pattern: Requests

Describe it to EachEntry

“When we roll out a policy, every employee has to read it by a deadline. The people team needs to see who hasn't done it yet and remind them.”

Viewing as

Policies

Policies

Information security policySecurity1 fileOct 14, 2026Published
Customer data handling (CCPA)Security1 fileOct 21, 2026Published
Hybrid work policyWays of working1 fileOct 22, 2026Published
Code of conductConduct1 fileSep 29, 2026Published
Workplace health and safetyHealth and safety2 filesSep 14, 2026Published
Menopause support policyWays of working1 file—Draft
Expenses policyFinance1 file—Draft
Travel and expenses (old)Finance1 fileMar 29, 2024Retired

Showing 1–8 of 8

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In plain English

How EachEntry sets it up

EachEntry gives every people team and employee a sign-in of their own. Each employee sees only their own acknowledgments. It covers publish policies & see who hasn't read them. Acknowledgments, policies, key dates and who to ask live in EachEntry's own database, so there's no spreadsheet to keep in sync.

What it does

01

The people team posts each policy as a file employees can open

Policies lived as attachments on an all-staff email, so which copy people actually read depended on how far back they scrolled. In EachEntry the people team adds each policy with its category, effective date and the document itself, and marks it Published when it's live. Employees open the file in the portal instead of searching their inbox for "final".

File attachmentsDone by: People team
02

The people team sees who still hasn't read each policy, name by name

Finding out who had read the new security policy meant cross-checking email read receipts against the staff list. In EachEntry each employee has a row per policy with a deadline and a status, so the people team filters to Outstanding and has the list in seconds. No more "reply all to confirm you've read this".

Tables to manage recordsDone by: People team
03

Employees get a reminder before their policy deadline passes

Chasing stragglers meant a string of increasingly polite all-staff emails. Each employee's row in EachEntry carries a deadline and a reminder date, and anyone still marked Outstanding gets a reminder in the portal and by email two days before the deadline. The people team stops writing "gentle reminder" subject lines.

Notifications & remindersDone by: Employee

Who sees what in a policy acknowledgment portal

Every person signs in to their own view. This is what each role in the demo gets.

People team

Sees every acknowledgment in the portal.

Pages
Home, Policies, Acknowledgments, Who's read what, Deadlines

Employee

Sees only their own acknowledgments.

Pages
Home, My policies, Policy library, Questions

What’s in the policy acknowledgment portal template

The tables and fields EachEntry sets up for this portal. Describe your own version and change any of them in the editor.

Acknowledgments

  • Policy (text)
  • Employee (link)
  • Reminder date (date)
  • Deadline (date)
  • Status (choice: Outstanding, Read, Exempt)
  • Team (choice: Sales, Engineering, Support, Finance)
  • Read on (date)

Policies

  • Policy (text)
  • Category (choice: Security, Conduct, Health and safety, Ways of working, Finance)
  • Policy document (file)
  • Published (date)
  • Status (choice: Draft, Published, Retired)
  • Effective from (date)
  • In short (long text)

Key dates

  • What (text)
  • Date (date)
  • Kind (choice: Policy starts, Session, Drill, Review)
  • Note (text)

Who to ask

  • Name (text)
  • Role (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How EachEntry builds a portal

Collect

1 part

  • File attachments

    Upload and view files on the record they belong to, not in a folder named FINAL v2.

Decide

1 part

  • Reminders by date

    Renewals, expiries and overdue work, in an in-app inbox and by email.

Share

1 part

  • Tables

    Search, filters, sorting, inline add and edit. The spreadsheet, minus the sharing accident.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. EachEntry sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

An employee signs in with a link sent to their email and lands on Home. They see Home, My policies, Policy library and Questions, and only the acknowledgments that are theirs.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

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Related portals

FinanceCompliance document collection portalRequest → upload → verifyCustomer supportSupport ticketing portalSubmit & triageCustomer supportWarranty claims portalSubmit → approve → replace

Build your policy acknowledgment portal with EachEntry

Describe who signs in and what each person needs, and EachEntry builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited employees.

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