Prove Compliance with Verified Acknowledgments
When auditors or regulators come calling, you need proof that employees received, read, and understood your policies and procedures. PolicyTrak’s acknowledgment system records who acknowledged each policy and when, with electronic signatures and a complete audit trail. For what the ESIGN Act and UETA require of an electronic signature, see our guide to e-signature compliance.
Multiple Delivery Methods
Reach Employees However Works Best
Not all employees access the same systems. PolicyTrak offers flexible delivery options:
- In-App Portal — Employees acknowledge through the integrated Employee Portal with full document viewing.
- Email with PDF — Send policies as PDF attachments for employees who need offline access.
- Secure OTP Links — Email one-time-use links for employees
E-Signature Capture
What Each Acknowledgment Records
Every acknowledgment is a deliberate act by the employee, captured with its date:
Touch-Optimized Signing
Employees can sign on any device—desktop, tablet, or mobile.
Timestamp Recording
Exact date and time of acknowledgment is permanently recorded.
Typed Name Confirmation
The employee types their full name as a distinct confirming act, not a passive click.
One-Time Link Access
Policies open from a one-time link emailed to the address on the employee record.
Automated Reminders
Never Chase Employees for Signatures Again
PolicyTrak automatically follows up with employees who haven’t completed their acknowledgments:
- Scheduled Reminders — Configure automatic reminder emails at intervals you define.
- Escalation Notifications — Alert managers when employees repeatedly miss acknowledgment deadlines.
- Aggregated Digests — Combine multiple pending acknowledgments into single reminder emails to reduce inbox clutter.
- Smart Timing — Reminders are sent at optimal times based on employee engagement patterns.
Acknowledgment Dashboard
Complete Visibility at a Glance
Monitor acknowledgment status across your entire organization from a single dashboard:
- Completion Metrics — See overall acknowledgment rates by policy, location, or time period.
- Outstanding Items — Quickly identify who still needs to acknowledge which documents.
- Trend Analysis — Track acknowledgment completion rates over time.
- Export Reports — Generate acknowledgment reports for auditors and regulators.
Auto-Send to New Employees
Onboard New Hires Automatically
When new employees join, they need to acknowledge existing policies immediately:
- Automatic Assignment — New employees automatically receive acknowledgment requests for relevant policies.
- Onboarding Packages — Group policies into onboarding bundles for streamlined new hire processing.
- Progress Tracking — Monitor new employee acknowledgment completion during onboarding.
- Manager Visibility — Location managers can see their team's acknowledgment status.
Ready to get started?
Start using PolicyTrak quickly and easily with either managed or self-service plans. Click below to start collecting verified acknowledgments.
Audit-ready documentation
PolicyTrak provides the proof you need when regulators require evidence of employee compliance.
Automated follow-up
Stop chasing employees—let PolicyTrak handle reminder emails automatically.
