Admin Managers' Guide: Uploading & Tracking Company Policies

This guide walks you through uploading company policies, tracking employee acknowledgements, and communicating new policies to your team.

Before you start

Before uploading a policy, make sure:

• Your policy is saved as a PDF.
• The policy has a clear and recognisable name.
• The policy name includes the year or version where applicable. For example: Data Privacy Policy 2026.
• Notify your team using your internal communication channel, such as email, Slack or Teams.

Using a consistent naming convention makes it easier for both learners and administrators to identify the correct policy.

Uploading a Company Policy

1. Navigate to the Policies section.
2. Select the Company Policies tab.
3. Click Add Policy in the top-right corner.
4. Enter a clear Name for your policy.
5. Click Choose File and select your PDF document.
6. Click Save.

Your policy will now be available to learners in their Policies section.

Deleting a Policy

To remove a policy, click the bin icon next to the policy name.

Tracking Policy Acknowledgements

Once a policy has been uploaded, you can monitor who has acknowledged it.

1. Go to Policies > Company Policies.
2. Click on the Policy Name.

This opens the policy tracking view, where you can see each learner's:

• Name
• Department
• Accepted status
• Date Accepted

3. Use the available filters to find specific users or identify learners who have not yet acknowledged the policy.
4. Click Back to return to the main Company Policies list.

Finding learners who have not acknowledged a policy

To see who still needs to complete the acknowledgement:

1. Open the relevant policy.
2. Use the Accepted filter.
3. Select No.

This will show the learners who have not yet acknowledged the policy.

Learner Experience: How to Acknowledge a Policy

Learners need to complete both steps to record their acknowledgement:

1. Navigate to their Policies section.
2. Read the PDF.
3. Close the PDF viewer/tab.
4. Click Acknowledge Policy on the policy template.

The acknowledgement is only recorded once the learner clicks Acknowledge Policy.

Notifying Your Team

Automatic notifications

Automatic learner email notifications are not currently available.

Once a policy has been uploaded, we recommend notifying your team using your usual internal communication channel.

Include the policy name and a clear deadline for acknowledgement.

💬 Internal Messaging Template

Subject: Action Required - New Company Policy

A new policy has been uploaded to the Goldphish platform:

[Insert Policy Name]

Please log in to the portal, go to your Policies section, and review and acknowledge the policy by [Insert Date].

🔗 Log in here: https://app.goldphish.com

Please make sure you complete the acknowledgement after reviewing the document.

Thanks for your help with this! ✅

Current Functionality & Limitations

The Policies feature currently supports:

• Uploading PDF company policies
• Making policies available to learners
• Tracking acknowledgement status
• Recording the Date Accepted
• Viewing the learner's Department
• Filtering acknowledgement records

The following functionality is not currently available:

• Department- or role-specific policy assignments
• Automatic learner notifications or reminders
• Policy acknowledgement exports
• Automatic re-acknowledgement when a policy is updated
• Policy version history
• Individual acknowledgement certificates

✅ Recommended Workflow

Use the following process when introducing a new company policy:

• Upload the latest PDF policy.
• Use a clear name that includes the policy name and year/version.
• Notify your team using your internal communication channel.
• Set a deadline for acknowledgement.
• Monitor the policy's acknowledgement status.
• Follow up with learners who have not yet acknowledged the policy.

Need help? Just pop us a message via the chatbot or email support.