What is Policy Passport?
Policy Passport is a document acknowledgement and attestation platform.
The pain
The policy blind spot
A policy sitting in a folder, intranet or document system is not the same as a policy acknowledgement record.
The problem usually appears later, when someone asks who received the latest version, who acknowledged it, whether understanding was tested, and what you can produce as evidence.
At that point, many organisations discover that policies were published, but distribution was inconsistent, acknowledgements were not tracked cleanly, version history is unclear, and reporting sits across emails, spreadsheets, shared drives and LMS exports.
The policy exists, but the answer to “what did we do?” is still fragile.
The remedy
A clearer policy evidence trail
1
Turn policy rollout into a record
Use Policy Passport to distribute key policies to the right employees or groups, link responses to a specific version, and keep acknowledgements and attestations in one place instead of across emails and spreadsheets.
2
Check understanding where it matters
For policies and standards where getting it wrong is serious, add short questions and quizzes. The results show what each employee demonstrated at that point, along with common misunderstandings and which groups may need more support.
3
Produce an accurate evidence report
When an auditor, board committee or customer asks what was done about a policy, you can export a report that shows who received it, which version applied, who acknowledged it, and what remains outstanding, instead of scrambling through disparate systems.
Where Policy Passport fits
If the main question is, “How do we show who received and acknowledged this policy?”, Policy Passport is usually the right route.
Support
Platform only or managed support
Policy Passport is the platform. Managed Policy Passport is a service around it.
Some organisations run the platform themselves. Others ask Compliance Online to do agreed operational work, including:
- account and group setup
- document setup and assignments
- question configuration
- administration and follow-up
- reporting
Either way, your organisation stays responsible for the policy content and for keeping the employee information we work from up to date.
Common use cases
Where Policy Passport is useful
Policy Passport is useful when document availability is not enough and the organisation needs a record of who received, acknowledged or still needs to respond.
Employee policy acknowledgement
Distribute policies to the right employees, capture acknowledgements or attestations, and keep a version-linked record of who responded and who still needs to.
Whether you’re rolling out a Code of Conduct, POPIA policy, Information Security Policy or HR policy, Policy Passport helps turn policy distribution into a usable evidence record.
Employee onboarding
Give new employees the policies, procedures and standards they need from day one.
Policy Passport keeps a record of which documents were issued, which version applied, what was acknowledged, and what remains outstanding, helping HR and compliance maintain a cleaner onboarding record.
Annual declarations
Manage recurring declarations such as conflicts of interest, gifts and hospitality, insider trading, confidentiality or annual code of conduct attestations.
Policy Passport keeps each declaration organised, version-linked and reportable without relying on spreadsheets or email chasing.
Board and executive policy attestations
Issue governance policies, board resolutions or executive declarations to directors and senior management, then report on who has responded and what remains outstanding.
Useful for company secretaries, governance teams and annual board governance processes.
Suppliers and contractors
Employees are not the only people who create organisational risk.
Distribute confidentiality agreements, site rules, safety requirements or anti-bribery policies to contractors, consultants and suppliers, while keeping a clear acknowledgement record for each group.
Multiple sites and divisions
Large organisations often need different policies for different regions, departments or business units.
Policy Passport allows policies to be distributed to the appropriate groups while maintaining central visibility over the overall policy acknowledgement record.
Updates and new versions
When a policy changes, the organisation needs more than a new PDF.
Policy Passport helps distribute the latest version, capture fresh acknowledgements where required, and maintain a record showing which version each employee responded to.
Audit preparation
When an auditor, regulator, customer or board asks what happened, Policy Passport helps produce a clearer policy acknowledgement record showing who received each policy, which version applied, who acknowledged it and what remains outstanding.
Policy understanding checks
Add short questions or surveys to key policies, standards or SOPs to find out what employees understand, where misunderstandings are common, and which groups or sites need more support. The results stay within the awareness record.
By The Numbers
Making policy distribution effortless
Reduction in admin time.
On-time policy acknowledgements.
Audit requests resolved
Got questions? Start here.
What is Policy Passport?
Policy Passport is Compliance Online’s route for policy acknowledgement, attestation and related policy evidence. It helps organisations distribute policies, capture employee responses and keep a record they can use later.
Can we spot knowledge gaps in policy understanding?
Yes. Short questions, quizzes or scenarios can show areas of apparent understanding, common misunderstandings and differences between employee groups. That tells you where to reinforce or clarify. It shows what employees demonstrated at that point, not how they will behave later.
How do we demonstrate due diligence during a compliance audit?
Policy Passport helps you keep a clearer record of what was distributed, who received it, who acknowledged it and what remains outstanding. That gives the organisation a more usable evidence base when an audit or internal review asks what was done.
How do we ensure employees always receive the latest version of a policy?
Policy Passport helps maintain a version-linked acknowledgement record so the organisation can show which version was distributed and which response sits against it.
Can contractors, temporary staff or seasonal workers be included?
Yes, where they need to be part of the policy acknowledgement record. The account structure can be configured so relevant non-permanent workers are included.
Does Policy Passport replace SharePoint or our document management system?
No. Document management systems are designed to create, edit, review and maintain documents throughout their drafting lifecycle. Policy Passport begins once a file has been finalised.
It distributes that file to the appropriate users and, where required, records viewing, sign-off, questions or feedback so the organisation has a clearer record of what happened after publication.
What reporting does Policy Passport offer?
Policy Passport helps organisations report on policy distribution, acknowledgements, attestations, outstanding responses and related activity. Reports can be viewed in-platform or exported when needed.
Can different sites, departments or business units be managed separately?
Yes. Policy Passport can support different groupings, reporting views and administrative structures so larger or decentralised organisations can manage the record more cleanly.
What if we already use SharePoint or another document system?
That may still be useful for storage or publishing. The real question is whether it gives you the acknowledgement and evidence record you may need later. Policy Passport is for organisations that need more than document availability.
What if we already have an LMS?
An LMS may help with course delivery, but policy acknowledgement is a different evidence problem. Policy Passport is for organisations that need a cleaner policy acknowledgement and attestation record rather than only a training completion record.
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