Needs to view
Refrendo has four roles: Needs to approve, Needs to sign, Needs to view, and Receives a copy. Someone who needs to view a document takes a turn like anyone else, but has no fields to fill in. They read it and select I’ve reviewed this, and the confirmation is recorded with the time, the version they read, and the statement they agreed to, word for word.
Mix the roles where a policy needs more than one thing. A manager can approve the policy first, staff then confirm they have read it, and HR receives a copy of the finished record.
One person or a whole team
- One person at a time. Send each person their own request. Each is independent, and one person’s decline doesn’t affect anyone else.
- A team together. Put the team in one step that needs everyone. Team and above They are all asked at once, and the request completes when the last one confirms.
Save the policy as a template and the next round is a list of names. When the policy changes, upload the new version: it gets its own fingerprint, and confirmations of the old one stay on the record against it.
What you keep
A completion certificate listing each person, when they confirmed, how they were identified, and the version of the policy they confirmed, by its SHA-256 fingerprint. When someone later says they never saw the policy, the certificate shows the day they confirmed they had.
For employment records, keep it with the employee’s file. Employee records generally have to be kept for seven years under section 535 of the Fair Work Act. See employment contracts and onboarding for the rest of the pack.
This is general information, not workplace relations advice.