Introduction
Sharing your policies with your people
Activ Handbook means we take care of data security, confidentiality and system updates, you provide the documents and the system takes care of the rest. Activ Handbooks distributes policies and documents to your staff as required.
Be Compliant
With Activ Handbook, you can make sure your organisation is compliant by publishing your staff handbooks online. This enables you to put acknowledgment upfront to all your staff.
Keep Staff up to Date
When there are any legislation changes that require any policies and procedures to be updated and published to ensure staff comply with statutory requirements, Activ Handbook can alert employees to the changes.
Security of information is paramount, and the system will require employees to log in using their passwords to access all necessary documents. By including electronic links in Activ Handbook stored documents you can connect the policies and information to commonly used company forms or documents.
Protect Yourself
Having an accurate, up to date handbook has many advantages. It provides employees and managers with guidance on how to handle different situations as they arise.
Consistent application of your policies throughout the organisation can also mitigate risk to the organisation. Even if risk is not an issue, your staff will benefit from clear guidelines on the behavior you expect.
Benefits
Key Benefits for HR
- Store and manage any HR policies, procedures, or work instructions online securely
- Quick access to the latest documents, no more out of date paper hard copies
- Support remote and flexible workers
- Manage and distribute induction document packs
- Employees can read and become familiar with policies quickly & easily
- Track employees have ‘read and understood’ document with acknowledgment matrix
- Mitigate risks with providing access to the right information every time
- Provide access to company information online anytime anywhere
Benefits
- Store and manage any HR policies, procedures, or work instructions online securely
- Quick access to the latest documents, no more out of date paper hard copies
- Support remote and flexible workers
- Manage and distribute induction document packs
- Employees can read and become familiar with policies quickly & easily
- Track employees have ‘read and understood’ document with acknowledgment matrix
- Mitigate risks with providing access to the right information every time
- Provide access to company information online anytime anywhere
Features
Key Benefits for HR
- Central online document storage for any policy, procedure, or work instruction
- Assign access rights and permissions to different document types
- Send the handbook documents for review by the document stakeholders prior to publication
- Manage and distribute ‘Induction’ document packs for new starters
- Acknowledgment matrix reporting of employees who have ‘read and understood’
- Automated email reminders for staff to ensure compliance
- Mitigate business risks by providing access to the current information every time
Key Benefits for Employees
- Quick access to company documents, no more out of date paper copies
- Documents are accessible from any device securely online
- Employees digitally sign documents to ensure personal compliance
- Accessible on mobile devices giving you r mobile workforce access to your Handbook
- Short cut to key documents from employee dashboard
- Central online document storage for any policy, procedure, or work instruction
- Assign access rights and permissions to different document types
- Send the handbook documents for review by the document stakeholders prior to publication
- Manage and distribute ‘Induction’ document packs for new starters
- Acknowledgment matrix reporting of employees who have ‘read and understood’
- Automated email reminders for staff to ensure compliance
- Mitigate business risks by providing access to the current information every time
- Quick access to company documents, no more out of date paper copies
- Documents are accessible from any device securely online
- Employees digitally sign documents to ensure personal compliance
- Accessible on mobile devices giving you r mobile workforce access to your Handbook
- Short cut to key documents from employee dashboard
Pricing
Initial set up fee from £199
Dependent on modules required and number of staff
FAQ's
- Is Activ Handbook easily accessible to all employees even working from home?
Yes. Every employee is provided with a username and password to access the module from any device (smartphone, tablet, PC etc) over the internet securely.
- Can we use SSO from our company login?
Yes. Access can be configured through single sign-on utilising your company network or intranet authentication.
- Can we store any company documents securely online?
Yes. Activ Handbook can only be accessed securely by employees using their system login and access to any stored document restricted by employee or system role.
- Can we organise the documents in a structure that suits our business?
Yes. Any document type can be referenced, categorised and published such as your company handbook, policies, procedures, work instructions, training manuals/materials and newsletters.
- Can we store different file formats of documents?
Yes. Any document type can be stored in Activ Handbook. We advise that standard documents for viewing be stored in PDF ‘read only’ format to restrict the editing capability of published documents.
- Can we version control documents and distribute latest releases to employee?
Yes. When a new document is drafted, it can go through a version control process with peer review prior to publishing.
- Can we easily distribute latest releases to employees?
Yes. An email alert is sent with a link to the document to review and capture any feedback. This can be assessed by the reviewer before feedback assessed and document published.
- Can we distribute latest document releases to employees?
Yes. When a new/updated document is published an email is sent with a link to the document that requires review to capture if they have acknowledged they have ‘read & understood’.
- Can we see who has read the documents?
Yes. If HR can see who has read the document. When an employee hasn’t actioned the review by a defined timeframe, the system sends reminder notifications.
- Can we report on who has been sent documents and their status?
Yes. An Acknowledge Matrix report can be generated by HR to identify the status of documents sent to employees i.e. notifications ‘Sent’ and acknowledged as ‘Read & understood’.
- What is the difference between Activ Documents and Activ Handbook?
Activ Documents are documents stored against a specific employee, they are treated as confidential and access is restricted to the HR team and where appropriate the employee. Activ Handbook allows you to publish documents for your employees to read and track who has acknowledged that they have read and understood the each of documents.
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