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Reference

Company Policies

The workspace's library of company-wide policy documents — uploaded PDFs or links to an external source (like SharePoint), organised by category, with version tracking and an inline preview.

Who can use it — Anyone with the View Company Policies permission can open the list and read a policy. Adding, editing, replacing, or deleting a policy needs the Manage Company Policies permission. See Roles & Permissions for how access is set.

Where to find it — Safety & Compliance → Company Policies in the sidebar.

How to use it

The list shows every policy in your workspace with its Title, Status (Active/Inactive), Category, Type (File or External Link), Version, and Last updated. Tabs across the top — All Policies, Active, Inactive, Vehicle Policy, Safety Policy, Register, Quality Policy, External Links — filter the list to a slice, each with a count badge. Filters for type, category, active status, and a Used in training filter are also available.

  • New Policy opens the create form.
  • View document on a row opens the file or link in a new tab (uploaded files use a signed link that expires after a short time).
  • Click a row (or View) to see the full details and an inline preview; Edit to change it.

Adding or editing a policy

The form is split into tabs:

Policy Details — the core fields:

  • Title (required).
  • Policy Category — General, Vehicle Policy, Safety Policy, Register, or Quality Policy. These are the only categories the system defines.
  • Type — Upload File or External Link (required, defaults to Upload File).
  • Version — a free-text label, defaults to 1.0.
  • Active toggle (on by default) — inactive policies stay in the register for historical reference but aren't offered as the current version elsewhere in the app.

Document Source — depends on the Type you picked:

  • Upload File shows a File upload (PDF only, up to 20 MB, stored privately).
  • External Link shows a link field that only accepts https:// URLs.
  • When editing, a Current document preview sits below so you can check what's live before changing it.

Preview — (existing policies only) the full document rendered inline: PDF files embed in a viewer, external links show an Open in new tab button. Large files fall back to a download prompt instead of an inline preview.

Versioning — (existing policies only) shows the Current version label and Last updated date, plus an Upload new version action (file-type policies only — see below). There's no full historical version log; this page only tracks the current label and file.

Publishing & Usage — shows whether the policy is referenced by any training module, and a reminder that active policies are the default choice used elsewhere in the app.

Uploading a new version

Instead of editing the record directly, use Upload new version on the Versioning tab (file-type policies only). It shows you which training modules currently reference the document, then asks for the replacement PDF file and a New version label. Confirming replaces the file immediately — anyone viewing the policy, including learners partway through a training module that embeds it, sees the new content straight away.

Categories and where policies are used

  • Vehicle Policy is special: only one can be Active per workspace at a time — activating a vehicle policy automatically deactivates any other. It's the document drivers sign on vehicle handover and return (see below).
  • Any active policy — of any category — can be embedded as a PDF block inside a Training Modules module, so learners read (and sign for) it as part of completing that module. The Publishing & Usage tab and the Used in training table filter show which policies are currently wired into training this way.
  • A policy referenced by any training module can't be deleted until it's removed from that module.

Vehicle policy sign-on

Vehicle policies have their own acknowledgement workflow, separate from training. When a vehicle is handed over to a driver (or returned), the system requests a signature against whichever vehicle policy is currently active. The driver signs it — odometer, rego, notes, signature, and photos — from My Qualifications → Vehicle Policies, not from this page. See My Qualifications and My Vehicle for that side of the workflow.

Connected pages

  • My Qualifications — where drivers sign vehicle-handover and return acknowledgements against the active Vehicle Policy, and where all staff can browse policies alongside their other compliance records.
  • Training Modules — where policies can be embedded as a PDF block inside a module.
  • SDS Register — the equivalent register for chemical safety data sheets.
  • Project Library — project-level documents, separate from this company-wide register.
  • People — where the Manage/View Company Policies permissions are granted to a role.

Tips & common mistakes

  • Uploading a new vehicle policy doesn't leave two active copies — the previous one is automatically switched to Inactive the moment the new one is saved as Active.
  • Can't delete a policy? Check the Publishing & Usage tab (or the Used in training filter) — it's still referenced by a training module and needs to be removed there first.
  • Replacing a file is immediate. There's no draft/staging step — once you confirm Upload new version, everyone (including anyone mid-module in training) sees the new content on their next load.
  • Only PDFs upload. For anything hosted elsewhere (SharePoint, a website), use External Link with an https:// URL instead of trying to upload it.
  • Vehicle handover/return sign-off isn't done here — it happens on the driver's side in My Qualifications, not on this management page.