For HR managers
“Who has acknowledged the latest version?”
An adjudication officer
Giraft keeps one dated record for every staff policy: which version is in force, who approved it and when, which staff have acknowledged that version, and who hasn’t been asked yet.
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Policy record
Dignity at Work Policy
- Approved
- 4 of 5 votes, by personal link
- 14 Oct 2026
- Sealed
- The approved text, unchanged since approvalsha256:9f4c2b…3d8a01
- 14 Oct 2026
- Published
- Staff policy pageShows staff the version in force
- 15 Oct 2026
- Next review
- October 2027Reminders before the date passes
Staff acknowledgement
38 of 41staff acknowledged
- 38acknowledged
- 2waiting
- 1not asked yet
- Asked
- 15 Oct 2026
- New staff
- Asked automatically
How it works
How the record gets made
The record isn’t put together when someone asks. Each step adds its own dated line as the work happens.
- 0129 Sep
Draft
Start a new draft, or bring in the Word document you already have.
- 022 Oct
Comment
Every comment lands beside the text. You decide what changes.
- 0314 Oct
Approve
Approvers vote from a link in their email.
- 0414 Oct
Seal
The approved words are sealed with the date.
- 0515 Oct
Publish
The version in force goes on your staff policy page.
- 06Open
Acknowledge
Each member of staff is asked by personal link, and people who join later are asked automatically.
Nothing is sent, approved or published until you say so.
From the same record
The other questions you’ll be asked
Each one is answered from the same register of policies.
“Who hasn’t acknowledged it yet?”
Three of 41: two are waiting, and one hasn’t been asked yet. You see it person by person.
Still to do
- Maria KellyWaiting
- Rónán DohertyWaiting
- Úna BrennanNot asked yet
“Which version was in force when the complaint was made?”
Every version is kept, with the dates it was approved and replaced, so you can tell which applied on any day.
Versions
- Version 3In force
- Version 2Replaced 14 Oct 2026
- Version 1Replaced 9 Sep 2025
“What about people who join later?”
The next morning, Giraft asks them to acknowledge the policies your staff are acknowledging now.
Joined since 15 Oct
- Aoife MurphyAcknowledged
- Cian WalshAcknowledged
- Sarah NolanWaiting
“What is due for review next?”
The Grievance Procedure, in three weeks. Giraft reminds you before a review date passes.
Next review
- Grievance ProcedureReview due in 3 weeks
- Disciplinary ProcedureMar 2027
- Dignity at Work PolicyOct 2027
The law
A summary of the law, not legal advice.
Where a record helps
A record supports accountability. It doesn’t prove every duty was met.
Dismissal procedure
Within 28 days of someone starting, give them a written notice of the procedure you will follow before dismissing anyone. If the procedure changes, give the new version to the staff it affects within 28 days.
Unfair Dismissals Act 1977, s.14
Oversight, and what can follow
A Workplace Relations Commission adjudication officer hears unfair dismissal claims, and weighs the procedure in deciding them (ss.6–8).
What Giraft can show
Which version each person was given and acknowledged, and when.
Grievance and discipline
Grievance and disciplinary procedures should be in writing, in plain language, given to every employee when they start, and reviewed from time to time.
S.I. 146/2000, Code of Practice on Grievance and Disciplinary Procedures
Oversight, and what can follow
The Workplace Relations Commission, the Labour Court and the courts take the Code into account (Industrial Relations Act 1990, s.42).
What Giraft can show
The approved version, its reviews, and who acknowledged it when they started.
Bullying at work
Have a written anti-bullying policy, made in consultation with staff and signed and dated at senior management level. Tell everyone about it, new starters included, and review it regularly.
S.I. 674/2020, Code of Practice on Bullying at Work
Oversight, and what can follow
The Health and Safety Authority can issue an improvement direction or notice, and the Code is admissible in proceedings (Safety, Health and Welfare at Work Act 2005, s.61).
What Giraft can show
The dated, approved version, its reviews, and who on staff has acknowledged it.
Harassment
An employer has a defence to harassment by anyone other than itself, such as co-workers or clients, if it took reasonably practicable steps to prevent it. The Commission's code expects a clear policy, communicated to all staff and managers, and reviewed.
Employment Equality Act 1998, s.14A(2); S.I. 106/2022
Oversight, and what can follow
Complaints go to a Workplace Relations Commission adjudication officer, who can award compensation or order a course of action (s.82).
What Giraft can show
The version in force on a given date, and who had acknowledged it: evidence of steps taken, not proof.
A summary of the law, not legal advice.
Questions
- 01
Does the record make us compliant?
No record can. It shows what was done and when: which version was approved, by how many votes, and who acknowledged it. Meeting each duty stays with your organisation.
- 02
Does an acknowledgement show someone read the policy?
It shows that person acknowledged that version, from their own link, on that date. It doesn’t test what they took in.
- 03
Do staff need an account?
No. Each member of staff gets a personal link by email, and reads and acknowledges from it.
- 04
Where is our data stored?
In Ireland. Every provider that handles it is named in our Data Processing Agreement, at giraft.ai/legal/dpa.
Have the answer ready before the question.
We’ll walk you through Giraft with your own staff policies, and show you the record it keeps.
Contact us