Frequently asked questions

Using Policy Core #

Do I have to remember a password? #

No. You can sign in with a link emailed to you each time. A password is optional. See Signing in and out.

Can I use it on my phone? #

Yes. Reading and confirming work on any phone or tablet browser. Writing and editing works best on a computer.

Can I read a policy without confirming it? #

Yes. Nothing is recorded until you tick the box and press Confirm.

I confirmed by mistake. Can I take it back? #

No. A confirmation cannot be removed from inside Policy Core, because it is a record. Tell your manager, who can note it. If you had not read it, read it now.

Why does a policy come back as "To read"? #

A manager published a new version that everyone must read again. See Reading a policy and confirming you have read it.

Where are the forms? #

At the end of the policy they belong to. See Appendices, forms and templates.

Policies and versions #

Can I change a published policy? #

Not directly. You start a new version, change that, and publish it. The old one is kept. See Changing a policy that is already published.

Can I delete a published policy? #

No, only archive it. A published policy is a record of what staff were told. See Archiving, restoring and deleting.

What is the difference between 2.0 and 1.1? #

2.0 means everyone must read it again. 1.1 is a correction nobody needs to read again. See Changing a policy that is already published.

Can two people edit a policy at once? #

There is one draft at a time. If two managers edit the same part, whoever saves last wins for that part, so agree who is editing what. A part saved by one person is not visible to the other until they reload.

Can I copy a policy to make another one? #

Not as a single step yet. You can paste text between policies and use "Add several at once" to set out the sections.

Can I import our existing policies? #

You can attach each as a PDF, which people can read and confirm, but a PDF has no numbered parts. The best route is to set out the sections in Policy Core and paste the text into them part by part. See Building the sections of a policy.

Can a policy have a table? #

Not in the text. Use a list, or put the table in an appendix as a file. See Writing the text of a part.

Do appendices share between policies? #

No. Each belongs to one policy. See Adding appendices, forms and templates.

People #

How does a new starter get their policies? #

Automatically, once they are in the system (added by hand, or arriving from Care Core). They are asked to read every policy that applies to them. See How "who has to read it" is decided.

What happens when someone leaves? #

They lose access, drop off every list, and their records stay. See Adding people, roles and leavers or Connecting Care Core.

Can I have a manager who cannot see everyone's records? #

No. Managers see everyone in the organisation. Give the manager role only to people who should.

Evidence #

Will this satisfy an inspector? #

It gives you a clear, dated record of who confirmed reading which version, which is the kind of thing inspectors ask to see. It does not decide whether your policies meet any standard. See What a reading record shows, and what it does not.

Can I show an inspector a policy as it was last year? #

Yes. Open the policy's history and the version from that time, which is kept exactly as it was, with its appendices. Reports show the version in force now; the person's record shows every version they confirmed.

Does it prove people understood? #

No. Questions help, but nothing can prove it. See What a reading record shows, and what it does not.

The system #

Does it work with Care Core? #

Yes: staff, job titles and teams are read from it. See Connecting Care Core.

Does it work with Microsoft sign-in? #

Not yet. People sign in with a link or password.

Where is the data? #

That depends on where your installation is hosted. Ask whoever supplies it to you. See Security and privacy.

Can we try it? #

Yes: the public demonstration has sample data and demo accounts, and resets every night.