Give Employees Controlled Access to Current HR Documents
HR policies live in a PDF nobody can find, an old email attachment or a printed handbook from three years ago. GullyHR's policy and document centre keeps the current version of every policy, form and template in one place, tracks who has acknowledged reading it, and reminds you before a document expires or needs review.
What is policy and document centre?
GullyHR's policy and document centre is the module that stores HR policies, the employee handbook, forms and templates in one version-controlled place, with role-based access, employee acknowledgement tracking and reminders before a document's review or expiry date. It replaces scattered PDFs and outdated printed copies with a single current source employees and managers can actually rely on.
When businesses ask us for this
- The policy an employee is shown is not the version HR actually updated last quarter.
- An employee says they were never told about a policy, and there is no record of an acknowledgement to check.
- A form or template exists in three slightly different versions across different people's laptops.
- A location-specific policy, such as a shift allowance rule, is being applied at the wrong site because nobody flagged that it was local.
- A policy that needed review a year ago is still the live version because nothing prompted anyone to look at it again.
- New joiners are handed a printed handbook that does not match what is actually being followed.
- HR cannot say, when asked, how many employees have acknowledged the latest revision of a policy.
What the work covers
The policy and document centre stores HR policies, the employee handbook, forms and templates inside the GullyHR platform, with version control, acknowledgement tracking and access permissions. You provide your current set of policies, forms and templates, or confirm you want them drafted or reviewed as part of a related consulting engagement, along with which documents apply company-wide and which are specific to a role, department or location. GullyHR loads and organises the document set, configures version control and expiry or review reminders, sets up acknowledgement tracking, and restricts access where a document should not be visible to everyone. It is delivered as part of a platform configuration engagement, alongside employee records and other modules.
HR policies
Every current HR policy stored in one place, with a clear version number and date, so employees and managers see the same document.
Employee handbook
The employee handbook held as a single current document, replacing a printed copy that stops matching reality within months of being issued.
Forms and templates
Requisition, leave, reimbursement, change-request and other operational forms and templates kept current and accessible to the people who need them.
Version control
Every update to a policy or form is tracked, with the previous version retained for record rather than lost when the current one is replaced.
Employee acknowledgements
Employees can be required to read and acknowledge a policy, with a record of who has and has not done so.
Expiry reminders
Policies and documents with a review or renewal date generate a reminder before that date, instead of being noticed only once it has passed.
Access permissions
A policy or document can be restricted to the roles, departments or locations it actually applies to, rather than shown to everyone by default.
Document organisation
Policies and forms are organised by category, so an employee or manager can find the current leave, travel or exit policy without asking HR.
How it runs
Document set review
We review your current policies, handbook, forms and templates, and identify what is current, what is outdated and what is missing.
Categorisation and structure
Documents are organised into categories and mapped to the roles, departments or locations they apply to.
Version control setup
Version numbering, approval and replacement rules are configured so an update always shows as the current version with history retained.
Acknowledgement workflow configuration
Policies requiring employee acknowledgement are identified and the acknowledgement and reminder workflow is set up.
Access and permission setup
Role, department and location-based access is configured so each document is visible to the people it applies to.
Document upload and migration
Your current, approved documents are uploaded and organised into the centre, replacing scattered copies.
User training
HR administrators are trained on updating a document, managing versions and reading acknowledgement reports; managers and employees are shown how to find and acknowledge a document.
Go-live and adoption review
The centre goes live, with adoption and acknowledgement rates reviewed after the first cycle and gaps followed up.
What you receive
- A configured, categorised policy and document centre inside the GullyHR platform.
- Version control and review or expiry reminders set up for time-bound documents.
- Employee acknowledgement tracking for the policies you require it on.
- Role, department and location-based access rules for restricted documents.
- Your existing policies, handbook, forms and templates uploaded and organised.
- A training session for HR administrators, managers and employees.
- An acknowledgement and document-status report agreed with management.
Who it is for
- Companies whose policies exist as PDFs scattered across email, a shared drive and a printed handbook.
- Multi-location businesses where some policies apply everywhere and others are specific to a site or state.
- Businesses that need to show, when asked by a client, auditor or new employee, that a policy was communicated and acknowledged.
- Companies revising their HR policies through a consulting engagement who want the revised set stored and version-controlled from the start.
- Businesses growing past the point where a printed handbook or a single shared folder can stay current.
- Companies already using GullyHR for employee records who want policies and forms in the same system employees already use.
Why GullyHR.
GullyHR's consulting team writes and revises HR policies as part of its process and management consulting work, so the document centre is built by people who understand what a usable policy set actually looks like, not only how to store a file. Because it shares a platform with employee records, a policy can be scoped to exactly the roles, departments or locations it applies to, and an acknowledgement is recorded against the same employee record HR already relies on.
What changes
- Employees and managers see the current version of a policy, not an outdated copy from a shared drive.
- HR can confirm, from a record, who has acknowledged a specific policy revision.
- A policy or document due for review generates a reminder instead of being forgotten.
- Location- or role-specific policies are shown only to the people they apply to.
- New joiners are pointed to one current document set rather than a mix of PDF, print and memory.
Who does what
| Activity | GullyHR | Your team |
|---|---|---|
| Confirming the current document set | Reviews existing documents and flags gaps, duplicates or outdated versions. | Supplies the current policies, handbook, forms and templates, or confirms which need drafting separately. |
| Deciding acknowledgement and access rules | Presents options and configures the agreed rules. | Decides which policies require acknowledgement and who should have access to which documents. |
| Uploading and organising documents | Uploads, categorises and version-controls the document set. | Approves the final, current version of each document before it is uploaded. |
| Training users | Trains HR administrators on managing versions and trains managers and employees on finding and acknowledging documents. | Makes staff available for training and communicates the change. |
| Keeping documents current | Remains available to update the configuration when a new policy version is approved. | Owns the decision to revise a policy and approves the update before it replaces the current version. |
Where the software fits
The policy and document centre sits inside the GullyHR platform, so a document can be linked to the employee records, roles, departments or locations it applies to rather than existing as a standalone file. Version control keeps one current document visible while retaining earlier versions for record. Acknowledgement tracking is recorded against the employee, and review or expiry reminders are generated from the date set on the document rather than tracked separately. Access is controlled by role, department and location, the same permission model used across the rest of the platform.
Ways to engage us
- Demo and configuration
- A demonstration of the document centre, followed by categorisation and configuration of your actual policy and document set.
- Document review add-on
- Where your policy set itself needs drafting or revision, that work can be scoped as a related HR management consulting engagement before configuration.
- Ongoing support
- Continued support for uploading new or revised documents and adjusting access as your policy set changes.
Questions we are asked
It manages HR policies, the employee handbook, forms and templates, with version control, employee acknowledgements, expiry or review reminders and role-based access permissions.
Yes. Access can be configured for a single-office business with one policy set, or a multi-location business where some policies are company-wide and others apply only to specific sites.
Yes, your current, approved documents are uploaded and organised into categories during setup. Outdated or duplicate versions are flagged so only the current version is retained as live.
It sits inside the GullyHR platform and can link documents to employee records, roles, departments and locations held elsewhere in the platform. Connection to a system outside GullyHR is assessed on request.
Implementation covers document review, categorisation, version control and access setup, upload of your current document set, and training for HR administrators, managers and employees, followed by an adoption review.
You do. GullyHR configures the acknowledgement and reminder workflow for whichever policies you decide require it.
The previous version is retained as a record rather than deleted, while employees and managers see only the current, approved version.
Yes. Access permissions can restrict a document to the roles, departments or locations it actually applies to.
Yes, policy drafting and revision is part of GullyHR's HR management consulting work and can be scoped alongside or ahead of setting up this module.
Pricing depends on the number of documents, the number of employees and locations, and whether policy drafting is included. It is set out in a proposal after reviewing your current document set.
Employees access the document centre through the GullyHR platform on whatever device they use to log in. Specific device support is confirmed during implementation.
Acknowledgement rates and usage are reviewed after the first cycle, and any missing documents or access adjustments are addressed.
Prefer to talk first? +91 80958 58589 · hello@gullyhr.com