Setting Up Company Policies in Shoobx

Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your account manager.

This article explains (1) how to implement company policies in Shoobx, and the different configurations you can use, and (2) what your new employees and current employees will experience after you set it up.

How to Set up Company Policies in Shoobx

1. Begin by witching from the "Company" lens to the "Administration" lens
2. You'll then click on the "Forms & Information" button on the "HR Settings" panel, and click the "Company Policies" tab
3. Clicking on the "Add Policy" button will allow you to upload your policy into Shoobx
4. You'll also be prompted to enter information about the policy and if applicable, which employee groups will be subject to this policy
5. Click "save" to complete the setup process

How Employees Experience the Policy Feature

• New employees will be asked to accept Company Policies on their Employee Setup panel during onboarding.
• Existing employees will have the "Company Policy Acceptance" workflow accessible to them at all times on their list of available workflows. If you're looking to have existing employees sign a new policy, we recommend setting up the policy, then communicating to your employees that they should log into Shoobx and complete this workflow. 

Example of How a New Employee is Asked to Accept a Policy

(1) Someone at the company will send an offer letter to Bob, which will trigger a policy agreement.

The CEO of Pied Piper goes through the "Add/Update Employee" workflow to create Bob's offer letter and Confidentiality Agreement.  Once Bob signs this, Shoobx automatically makes an "Accept Company Policies" button available to Bob.

(2) Bob will get a reminder email.

Bob will first get an email from Shoobx reminding him to accept company policies, as well as to do any other onboarding tasks that are applicable to him. The email will look like this:

Dear Bob,

Welcome! As part of your first day at Pied Piper, Inc., please log into Shoobx to complete your onboarding documentation.

[LINK]

Pied Piper, Inc. suggests you complete the following workflows and documentation in Shoobx, if you have not already done so:

* I-9 Employment Eligibility Verification
* W-4 Employee's Witholding Allowance Certificate
* EEO Survey - Equal Employment Opportunity Commission
* Review and Accept Company Policies
* Company Forms - Complete, Execute and Upload other Company Forms

Thank you,
The Pied Piper, Inc. Team

If you have questions about Shoobx, please contact us at support@shoobx.com.

(3) Bob will then login to Shoobx and see the "Accept Company Policies" button:

Clicking the "Accept Company Policies" button will lead Bob to a screen where he can download the policy and read it.

The next screen will ask Bob to Sign the Policy Acceptance Agreement.  
  
On the final step, Bob will be able to view the Policy Acceptance Agreement, but this time with his signature applied.  Bob must click "continue" for the workflow to fully complete.

Once Bob has finished accepting the Company Policies, he'll see the button, "Accept Company Policies" has been checked off on his Employee Setup panel.  He doesn't need to go through the workflow a second time unless directed to do so by the company.

Frequently Asked Questions

Will my employees receive any email notifications when I add a new policy?

New employees will receive an email telling them to Review and Accept Company Policies as one of their onboarding tasks. An example of this email is provided above. 

Current employees will not receive emails initially nor email reminders. However, once a new policy is in place, you can send an email to your employees instructing them to go to their My Shoobx lens, click on the "Start a New Workflow" button, and run the "Company Policy Acceptance Workflow." This will ask them to accept the new policy that you've put in place.

How can I tell which employees have successfully accepted policies and which employees still need to accept?

For current employees, each policy acceptance workflow will create a new document. In your company's Data Room, you can filter your documents by the folder where each acceptance lives and by the date they were enacted to see which employees have responded to this new policy.

Do my employees have to sign the policies?  Or can they just review the policies?

Employees must sign the Company Policy Agreement, indicating that they have read and accepted all company policies.

If you or your employees have any questions about going through this workflow, don't hesitate to reach out to support@shoobx.com anytime!