Compliance is a function that allows the board to easily keep track of important documents. In addition to storing them in a structured way, they can be kept up to date and see who on the board has read what. To get to Compliance, click on Documents in the left menu and then "Compliance" in the top right.
The first time someone in the organization clicks on Compliance, the “Configure Compliance” button appears. When you click on it, the following view appears:
Configure Compliance
Set turnover, employees and other data for your organization and the list will be updated with which documents must be present according to law (scale icon in the list) or our recommendation (heart icon in the list). In addition, a number of additional optional documents are listed.
Mark the documents that you want to be included in your compliance list (those required by law are mandatory) and choose who is responsible for each document being uploaded and updated. You can also enter your own documents in the list by clicking "Add" at the bottom of the list. Click "Save" at the bottom right when you're done.
A list of the documents you have chosen to include is then displayed. The color on the left of the list shows the status of the document:
- Red = Not uploaded
- Orange = Uploaded but not read
- Dark green = Uploaded and read
- Light green = Same as dark green but specified life (see below) has passed
Upload documents
Click on the name of the document and then “Edit” to upload the document.
Then lifetime can be specified, if the document is valid until further notice (without an end date), lifetime must be left blank. The lifetime is counted from the day the document was uploaded. The reminder is only sent to the person responsible. The reading reminder, on the other hand, is sent to all users in the organization except the person in charge, and here the date is counted from the moment you click "Save".
If a user has marked the document as read, no reminder is sent
When a document is uploaded, either by you or someone else, you can mark it as read. Quickly browse documents on the "Documents" button, those starred in this list are those you are responsible for.
Overviews
Compliance
The first tab "Compliance" shows the current list of documents and the status of each document.
Readings
The "Readings" tab shows a list of which documents have been read by whom:
Permissions
The "Permissions" tab shows who is responsible for which document. Change responsibility by clicking “Configure”:
History
The "History" tab shows which documents have been updated or not at which time. Over time, you can follow which documents were compliant at which time, see examples:
My compliances
The "My compliances" tab shows the documents you are responsible for.