The grown-up way to manage policy sign-off
Send policies.Collect acknowledgements.Have the proof.
Swap the inbox-and-spreadsheet juggling act for one quiet workflow. Push a policy out, watch confirmations land against the right version, and pull the evidence whenever someone asks for it.
Platform
So what is Policyflow?
Think of Policyflow as the missing layer between your policies and the people they apply to. Instead of juggling drafts in Word, sign-offs in email, and a spreadsheet of who has read what, you get one connected flow: write the policy, route it for approval, send it out, and let everyone confirm in their browser. Each step is tied to a named person and a specific document version, which is exactly what frameworks like ISO 27001, SOC 2, NIS2 and GDPR ask you to demonstrate.
Definition
And a policy acknowledgement?
It's a small but important moment: a named individual actively confirming they've seen and understood a particular version of a policy. Not a delivery receipt, not a calendar invite — an explicit, traceable yes that an auditor can later line up against the document that was actually in force at the time.
Sending a policy out the door is the easy part. Proving it landed, was read, and was understood is where most teams come unstuck — and where Policyflow earns its keep.
Fewer files, clearer owners, better evidence
Three shifts that take policy management from chore to control.
One home for every policy
No more hunting through shared drives and Outlook folders to figure out which version of the handbook is current. Drafts, approved policies and historical versions all sit in the same workspace, with the live one clearly flagged.
Targeted by team, not by inbox
Hook policies to groups, departments or roles instead of building manual recipient lists. Groups pull directly from your Azure AD or Google Workspace directory, so when someone joins the security team they pick up the right policies on day one — and when they leave, they drop out cleanly.
Proof that holds up under questioning
Each confirmation is signed off by a real person, stamped with the moment it happened and locked to the policy version they actually saw. When the audit comes around, you're pulling a record — not stitching one together.
What the workflow looks like, end to end
Three steps between a blank page and a signed-off, exportable record.
Draft and approve
Write policies in the built-in editor or upload an existing PDF. Route drafts through a multi-step approval chain so reviewers sign off in sequence and every decision is recorded against the document version.
Distribute to the right people
Launch a campaign and target the groups who need it. Each recipient gets a personal, single-use link in their inbox, opens the policy directly, and confirms in one click — no account, no password, no install.
Track progress and export evidence
Watch confirmations roll in real time, send automated reminders to anyone outstanding, and export a PDF certificate or detailed CSV log on demand — version, recipient, status and timestamp included.
A real-world example
Acceptable Use Policy v4.1 — pushed out to all 142 staff
- → 142 people in scope
- → 129 had confirmed by the end of day two
- → 13 stragglers chased automatically over the next week
- → Final certificate exported as PDF in a single click
Serious tooling underneath, sensible defaults on top
Enough depth for the people who own compliance, enough simplicity for everyone else who just wants to tick the box and get back to work.
Versioning that just happens
Edit a policy and Policyflow quietly snapshots the previous version. Decide whether the change warrants a fresh round of confirmations, or just a tidy line in the history.
Target by team, not by person
Assign policies to departments, offices or roles. Groups sync directly from Azure AD or Google Workspace, so joiners inherit the right policies automatically and leavers drop out without anyone lifting a finger.
Campaigns you can orchestrate
Group related policies into a single rollout with shared deadlines and one progress view. Handy when the annual compliance refresh lands on your desk.
Approvals that leave a trail
Send drafts through the reviewers who need to see them, in the order they need to see them. Every sign-off is attached to the exact document version it approved.
One-click access for readers
Recipients get a personal magic link in their email. One tap opens the policy in their browser — no password, no app store, no helpdesk ticket.
Nudges that aren't nagging
Policyflow quietly reminds anyone still outstanding, on the schedule you pick. People who've already confirmed are left alone.
Evidence on tap
Need proof? Pull a clean PDF certificate for the exec summary, or a detailed CSV for the auditor who wants to go row by row. Both are one click away.
Renewals that remember themselves
Set a review date when you publish and Policyflow tells you before the policy goes stale. Roll a new version straight into the next confirmation round.
Nothing happens off the record
Uploads, edits, approvals, sends, confirmations, closures — every step is written to the activity log. If it happened in Policyflow, you can look it up later.
Friction-free for the people who actually have to confirm
Recipients get a single email with a secure link directly to their assigned policy. No accounts to create, no passwords to remember and nothing to install. The attestation page is fully optimised for mobile, so frontline workers and people on the go can read and confirm straight from their phone — which is why completion rates stay high across office staff, field teams and external contractors alike.
A link in their inbox
No login prompt, no attachment to open. Just the policy name and a button. They know immediately what they're being asked to do.
Open and read
The link goes straight to the policy — the version they were actually sent, not whatever the latest edit happens to be. Works the same on a phone as a laptop.
Swipe to confirm
They slide to confirm, like unlocking a phone. Their name and the exact time go on the record.
The proof is already done — you just download it
Good evidence has to stand on its own: tied to a version, linked to a real person, and easy to pull up months later. Policyflow keeps two formats ready at all times — a tidy summary certificate when you need a one-pager, and a full row-level log when someone wants to dig deeper.
The one-page summary
A clean PDF that wraps up a finished campaign at a glance: which policy, which version, who was in scope, how many confirmed and when. Send it to a regulator or drop it into a vendor questionnaire without reformatting a thing.
Certificate
Information Security Policy v3.2
The full receipt
When the auditor wants to see the working, hand them the CSV. One row per action, with the person, the policy version, the status change and the timestamp — all the way down to the individual click. Drop it straight into Excel or your GRC tool and start sorting.
One product, priced by headcount
Every tier is the same Policyflow — same features, same exports, same support. The only thing that changes is how many people you can cover. Start on the free plan and move up whenever you outgrow it.
Free
No time limit · No credit card
Test and evaluate Policyflow with a small group.
- –Unlimited policies & versions
- –Confirmation campaigns
- –Magic link access
- –Audit-ready PDF & CSV exports
- –Full activity log
Standard
Everything you need to run policy confirmations across a growing team.
- –Everything in Free
- –Approval workflows
- –Group-based targeting
- –Automated reminders
- –Policy template library
- –Role-based access (Admin / Editor / Viewer)
- –Azure AD & Google Workspace sync
- –SSO via Microsoft & Google
- –Email support
Business
Same Policyflow, sized for larger rollouts across your organisation.
Enterprise
For organisations covering more than 1,000 employees. Get in touch for a tailored quote.
All plans include unlimited policies, full version history and audit-ready exports. Need something different? Talk to us.
The compliance questions that come up first
Where does ISO 27001 stand on policy acknowledgements?
The standard never names a specific tool or method. What it does ask for is evidence that your people know the rules they're working under, and that the organisation actively manages its documented information. In practice, an auditor will look for a clear paper trail linking each person to the version of the policy that applied to them — and that's exactly what Policyflow keeps for you.
Can we just use Outlook to track who has read a policy?
If you have ten people in one room, probably. As soon as you've got staff turnover, multiple revisions, and reminders to chase, mailbox-based tracking starts to fall apart. You end up scrolling through threads to figure out which version someone confirmed and whether they ever responded at all. That's the part Policyflow takes off your plate.
What does a defensible acknowledgement record actually look like?
Four ingredients tend to make or break an audit: a named person, a precise moment in time, a specific version of the document, and a way to pull it all up without rebuilding the story from scratch. Policyflow stores every confirmation with all four baked in, so you're never reconstructing — you're just exporting.
Questions we get asked a lot
The honest, non-marketing answers to the things prospective customers usually ask before they sign up.
Does this only work for formal policies?
Why not just stick everything in SharePoint?
Will my employees need to log in somewhere?
Can I kick off a round whenever I want?
Won't people get spammed with reminders?
Which version of a policy does a confirmation actually point to?
How quickly can we get up and running?
Which compliance frameworks does it support?
Ready to stop chasing signatures?
Spin up a workspace, drop in your first policy, and send a real campaign before your next coffee break. It's genuinely that quick.
14-day free trial · No credit card required