Policy Registers
Create, manage, archive, and track policy registers in Sprinto to organise policies by zones, send acknowledgement requests, and monitor completion status.
Policy Registers help you group policies and procedures into structured collections that apply to specific zones within your organisation. Registers make it easier to manage policies at scale by allowing you to:
Organise policies into logical groups.
Map policy collections to one or more zones.
Request periodic acknowledgement from staff.
Track acknowledgement completion across recipients.
Maintain visibility into the policies included in each register.
Each policy register acts as a reusable policy collection that can be scoped to different areas of your organisation.
How Policy Registers work
A policy register contains:
A register name.
One or more mapped zones.
Selected policies and procedures.
Acknowledgement workflows.
Acknowledgement status tracking.
Once a register is created:
Policies included in the register become associated with the mapped zones.
Policy acknowledgement requests can be sent to staff.
Completion progress can be tracked from a single location.
Register-level updates remain visible across policy workflows.
Note
Changes made to policies inside a register are reflected globally. Policy modifications are not register-scoped.
Create a policy register
Create a policy register to organise policies by zone and acknowledgement workflow.
Before you begin
Make sure that:
Policies and procedures already exist in Sprinto.
Zones are configured.
You know which policies must belong to the register.
Create a register
Log in to the Sprinto dashboard.
Go to Policies.
Select the Policy registers tab.
Click Create register.
In the drawer, enter a Register name.
Under Map to zones, select one or more zones.
Under Select policies, choose policies to include.
Click Create register.
The register appears in the Policy Registers dashboard.
Select policies
You can add policies using either of the following methods:
Select all policies
Use Select all to add every available policy to the register.
Select specific policies
Select only the policies you want to include.
You can:
Search for policies.
Select individual policies.
Remove selected policies before saving.
View a policy register
Open a policy register to view included policies, status information, and acknowledgement workflows.
Open a register
Go to Policies > Policy registers.
Click a register name.
Inside the register, Sprinto displays:
Policies and procedures included in the register.
Policy type.
Version status.
Activity status.
Author information.
Approver details.
Reviewer assignments.
Available tabs
Each register contains the following tabs:
Policies & Scope
Displays all policies included in the register.
Policy Acknowledgement
Allows acknowledgement requests to be created and managed.
Acknowledgement Status
Displays recipient-level acknowledgement tracking.
Manage policies inside a register
The Policies & Scope tab gives visibility into all policies included in the register.
Available actions
You can:
Filter by document type.
Filter by latest version status.
Search for policies.
Duplicate the current table view.
Sort policy data.
Review approval ownership.
Policy visibility
Each row shows:
Name
Policy or procedure name.
Type
Policy or Procedure.
Status
Current lifecycle status.
Activity
Activity indicator for the document.
Author
Policy owner or creator.
Approver
Assigned approver.
Reviewers
Assigned reviewers.
Edit a policy register
Update a register when policies, zones, or naming conventions change.
Edit register details
Open a policy register.
Click Edit details.
Update any of the following:
Register name
Zone mapping
Included policies
Click Save changes.
The updated configuration is immediately reflected inside the register.
Update zones
The zone selector is a multi-select field.
You can:
Add new zones.
Remove existing zones.
Map a register to multiple zones.
Update policies
You can:
Add additional policies.
Remove policies.
Use search to locate policies.
Select or deselect policies individually.
Archive a policy register
Archive a register when it is no longer required.
Archive a register
Open a policy register.
Click Archive register.
Review the confirmation message.
Click Archive register again.
The register status changes to Archived.
Archived registers remain visible in the dashboard.
Archive behaviour
When a register is archived:
Policies become unlinked from the register.
Zone mapping is removed.
Associated monitors stop running.
Register workflows become inactive.
Unarchive a policy register
Restore a previously archived register when needed.
Unarchive a register
Open an archived policy register.
Click Unarchive register.
Sprinto restores:
Policies associated with the register.
Zone mappings.
Monitor relationships.
Policy acknowledgement
Use policy acknowledgement requests to confirm that staff have reviewed policies contained within a register.
Policy acknowledgement overview
The Policy Acknowledgement tab allows administrators to:
Create acknowledgement requests.
Notify staff.
Limit acknowledgement to selected staff.
Track progress.
Review acknowledgement history.
The page also displays:
Upcoming acknowledgement-related tasks.
Due reminders.
Next acknowledgement cycle.
Create a policy acknowledgement request
Create a request
Open a policy register.
Go to the Policy Acknowledgement tab.
Click Create new request.
Enter a Policy acknowledgement name.
Review the included policies and procedures.
The request is added to the acknowledgement table.
Notify staff about acknowledgement requests
You can send email notifications alongside acknowledgement requests.
Send notifications
Enable Notify staff about this acknowledgement request.
Configure:
Mail subject
Mail content
Review the email content.
Continue creating the request.
Email placeholders
Email content supports dynamic values.
For example:
{{staff_name}}
Sprinto replaces placeholders with recipient-specific values.
Review included policies
The acknowledgement request drawer displays all policies included in the request.
Each row displays:
Document name
Policy or procedure title.
Version
Current policy version.
Applicable for
Number of staff who must acknowledge the policy.
Send acknowledgement to specific staff
By default, acknowledgement applies to all eligible staff.
You can instead limit the request to selected recipients.
Select specific staff
Click Select staff.
Search for staff members.
Select one or more recipients.
Click Save.
Sprinto displays the number of selected staff.
Edit selected recipients
After selecting staff:
Click Edit to update recipients.
Add or remove staff from the selected list.
Click Save to save changes.
Reset to default audience
Click Reset to default to restore acknowledgement to all eligible staff.
Employee-group applicability
Policy acknowledgement can be customised using employee groups.
This depends on policy-level applicability settings.
Configure employee-group applicability
Open a policy.
Go to policy details.
Locate the Applicable to section.
Select employee groups.
Employee groups are sourced from your identity provider.
Click Request acknowledgement to send your Policy acknowledgement.
View acknowledgement requests
The acknowledgement request table displays created requests.
Available columns
Acknowledgement request name
Request identifier.
Requested on
Date the request was created.
Policies & Procedures
Number of included policies.
Progress
Completion percentage.
Actions
Available request actions.
Available actions
You can:
View included policies.
Open acknowledgement details.
Track progress.
Track acknowledgement status
The Acknowledgement Status tab provides recipient-level tracking.
This helps administrators monitor who has acknowledged policies.
Open acknowledgement status
Open a policy register.
Go to Acknowledgement Status.
Available columns
Acknowledgement name
Name of the acknowledgement request.
Register
Policy register name.
Person
Recipient.
Requested on
Date acknowledgement was requested.
Acknowledged on
Date acknowledgement was completed.
Checks
Current acknowledgement state.
Status indicators
Acknowledgement status may display:
Due
Awaiting acknowledgement.
Completed
Policy acknowledgement finished.
Pending
Request exists but action is incomplete.
Policy lifecycle within registers
The following lifecycle explains how policy registers move through configuration and acknowledgement workflows.
Create register
Create a register and map policies to zones.
Configure scope
Add or remove policies and update zone mapping.
Send acknowledgement
Create acknowledgement requests for staff.
Track acknowledgement
Monitor completion progress and recipient status.
Archive
Deactivate the register and associated workflows.
Unarchive
Restore the register and resume workflows.
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