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.

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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:

1. Policies included in the register become associated with the mapped zones.

2. Policy acknowledgement requests can be sent to staff.

3. Completion progress can be tracked from a single location.

4. 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.

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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

1. Log in to the Sprinto dashboard.

2. Go to Policies.

3. Select the Policy registers tab.

4. Click Create register.

1. In the drawer, enter a Register name.

2. Under Map to zones, select one or more zones.

3. Under Select policies, choose policies to include.

4. 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.

Note

The zone field supports multiple selections. A single register can apply to multiple zones.

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View a policy register

Open a policy register to view included policies, status information, and acknowledgement workflows.

Open a register

1. Go to Policies > Policy registers.

2. 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:

Tab	Description
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.

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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:

Field	Description
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.

Note

Changes made to policies in a register affect the same policy globally across Sprinto.

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Edit a policy register

Update a register when policies, zones, or naming conventions change.

Edit register details

1. Open a policy register.

2. Click Edit details.

1. Update any of the following:

   • Register name

   • Zone mapping

   • Included policies

2. 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.

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Archive a policy register

Archive a register when it is no longer required.

Archive a register

1. Open a policy register.

2. Click Archive register.

1. Review the confirmation message.

2. 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.

Important

Archiving a policy register deactivates monitors associated with the register.

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Unarchive a policy register

Restore a previously archived register when needed.

Unarchive a register

1. Open an archived policy register.

2. Click Unarchive register.

Sprinto restores:

• Policies associated with the register.

• Zone mappings.

• Monitor relationships.

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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.

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Create a policy acknowledgement request

Create a request

1. Open a policy register.

2. Go to the Policy Acknowledgement tab.

3. Click Create new request.

1. Enter a Policy acknowledgement name.

2. Review the included policies and procedures.

The request is added to the acknowledgement table.

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Notify staff about acknowledgement requests

You can send email notifications alongside acknowledgement requests.

Send notifications

1. Enable Notify staff about this acknowledgement request.

2. Configure:

   • Mail subject

   • Mail content

3. Review the email content.

4. Continue creating the request.

Email placeholders

Email content supports dynamic values.

For example:

• {{staff_name}}

Sprinto replaces placeholders with recipient-specific values.

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Review included policies

The acknowledgement request drawer displays all policies included in the request.

Each row displays:

Column	Description
Document name	Policy or procedure title.
Version	Current policy version.
Applicable for	Number of staff who must acknowledge the policy.

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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

1. Click Select staff.

1. Search for staff members.

2. Select one or more recipients.

3. Click Save.

Sprinto displays the number of selected staff.

Edit selected recipients

After selecting staff:

1. Click Edit to update recipients.

1. Add or remove staff from the selected list.

2. Click Save to save changes.

Reset to default audience

Click Reset to default to restore acknowledgement to all eligible staff.

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Employee-group applicability

Policy acknowledgement can be customised using employee groups.

This depends on policy-level applicability settings.

Configure employee-group applicability

1. Open a policy.

2. Go to policy details.

3. Locate the Applicable to section.

4. Select employee groups.

Employee groups are sourced from your identity provider.

Click Request acknowledgement to send your Policy acknowledgement.

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View acknowledgement requests

The acknowledgement request table displays created requests.

Available columns

Column	Description
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.

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Track acknowledgement status

The Acknowledgement Status tab provides recipient-level tracking.

This helps administrators monitor who has acknowledged policies.

Open acknowledgement status

1. Open a policy register.

2. Go to Acknowledgement Status.

Available columns

Column	Description
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:

Status	Description
Due	Awaiting acknowledgement.
Completed	Policy acknowledgement finished.
Pending	Request exists but action is incomplete.

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Policy lifecycle within registers

The following lifecycle explains how policy registers move through configuration and acknowledgement workflows.

Stage	Description
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.