Step-by-step guide

Set up your account

Choose the account task you need: profile, password, authenticator, or Gmail.

What to do

1 To update your name, open your avatar menu and choose My profile. Enter the name colleagues should recognise, then save.
2 To change a known password, open Security. Enter the new password twice, then choose Change password.
3 If you cannot use your password, choose Email me a reset link and follow the newest PolicySense email.
4 If you approve or publish, open Security and choose Set up authenticator. Scan the code, enter the six-digit code, then choose Verify and turn on.
5 If your role sends organisation email, open Connected accounts. Choose Manage in organisation settings and complete the approved Google sign-in.
6 Return to Connected accounts and check the connection status.

You’ll know it worked when…

Your saved display name appears in the avatar menu.
A password-reset request says a link is on its way to your email address.
Authenticator protection says it is on after the six-digit code is verified.
A working Gmail connection shows Account connected, Identity verified, and Permission granted by Google as YES.

Remember: Connecting Gmail makes sending possible. It does not authorise every message; PolicySense still decides each send separately.

Can’t see this on your screen?

Check spam or Updates for the reset email and use only the newest link.
If you lose your authenticator device, do not expect a password reset to remove it. Contact PolicySense security support for identity-verified help, and never email your setup secret or six-digit code.
If Google returns to Today without connecting, retry from Connected accounts and record the account email and time if it fails again.

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Step-by-step guide

Find and read a policy

Find the approved rule that applies and check its original wording.

What to do

1 Start on Today when following an attention item; otherwise open Policies.
2 Use Now for policies needing action, or Policy library for the full collection.
3 Search by a distinctive word from the title and open the policy.
4 Read What this policy means for the plain-language Quick Read.
5 Open Original document whenever the exact wording matters.
6 Check the status beside the title. Use the version marked Current, not a draft or a version still waiting for approval or publication.

You’ll know it worked when…

The policy title and status appear together.
The Quick Read and Original document are both available from the document screen.

Remember: The approved original document is the authority. The Quick Read is an aid.

Can’t see this on your screen?

Clear the search and try Policy library.
Check the organisation at the top of PolicySense.
If only a draft appears, ask the owner which published version is in use.

The PolicySense policy library with search and policy records. — Open Policies, then use the library to find the current document.

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Step-by-step guide

Understand a Quick Read

Use the plain-language reading without mistaking it for the policy.

What to do

1 Read the scope first: who and what the policy applies to.
2 Read the requirements, cautions, and supporting context.
3 Read any message about confidence, age, a source change, or a check by a person.
4 Open Original document before a high-impact decision or whenever the reading seems incomplete.
5 Use Questions or Ask or share when wording remains unclear.

You’ll know it worked when…

The reading is clearly separate from the original document.
Warnings are visible when it is unconfirmed, out of date, or waiting for a person.

Remember: Confirming a reading does not approve or publish the policy.

Can’t see this on your screen?

If the reading is missing, use the original document and tell the owner.
A mapping is a connection to inspect, not proof that an indicator is met.

An approved policy open beside its plain-language Quick Read. — The Quick Read and original document stay available together.

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Step-by-step guide

Write or change a policy

Prepare a proposal without changing the version people currently use.

What to do

1 For a new document, open Policies, choose New draft, then choose Template, Paste, or Upload file.
2 Name an Owner, at least one Reviewer, and a separate Approver.
3 Choose Edit draft and prepare the wording. Use Document details to check the people, source, document type, and review date.
4 Choose Review proposal when the draft is ready to check.
5 For an approved policy, choose Propose amendment. The published version remains untouched while you prepare the proposal.

You’ll know it worked when…

The page says Draft - not published or Editing a proposal.
Missing assignments or readiness information are named before approval can start.

Can’t see this on your screen?

If New draft or Propose amendment is absent, your role may be read-only.
If Send for approval is unavailable, follow the readiness message rather than working around it.

The PolicySense Policies workspace with the New draft action. — Start a new policy from Policies. Change an existing policy from its document page.

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Step-by-step guide

Approve and publish

Take an exact proposed version through a separate decision and publication step.

What to do

1 The owner clears reviewer comments and checks the saved proposal and approver. Then choose Send for approval.
2 The approver opens Approvals and compares the proposal with the current version.
3 If PolicySense asks for authenticator verification, follow the Security link, verify the six-digit code, then choose Return to your PolicySense task.
4 Choose Approve, Approve with conditions, or Ask for changes, then confirm the decision.
5 After approval, an owner or administrator checks the item under Ready to publish.
6 Choose Publish this version only after confirming it is the approved version intended for use.

You’ll know it worked when…

Sending shows Awaiting approval.
Approval shows Approved — ready to publish.
Publication makes the policy current and ready to use.

Remember: Approval records the decision. Publication makes that approved version the one people should use.

Can’t see this on your screen?

The author cannot approve their own proposal.
Approvals is role-gated and will not appear for a reader-only account.
If publication is absent, check that approval completed for the current saved version.

The PolicySense Approvals workspace showing work ready for a decision. — Approvers find proposals waiting for a decision under Approvals.

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Step-by-step guide

Confirm an AI-assisted reading

Record that a Quick Read faithfully represents its approved source.

What to do

1 Open the policy whose reading says it needs a person to check.
2 Read Original document first.
3 Compare duties, limits, exceptions, dates, and who the policy applies to.
4 Choose Confirm this reading only when the Quick Read is faithful.
5 If it is not faithful, raise the mismatch through Questions or the review path and identify the wording needing attention.

You’ll know it worked when…

The “needs a person to check” message is gone for that source version.
The original document remains unchanged.

Remember: Confirmation is not policy approval and is not publication.

Can’t see this on your screen?

The action may be absent when your role cannot confirm, the reading is already confirmed, or the source has changed.
Never confirm from the summary alone.

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Step-by-step guide

Work the Service Review worksheet

Add evidence and rate each indicator. Progress alone is not a compliance result.

What to do

1 Open Policies, choose Policy library, and search for the Service Review worksheet agreed for your organisation.
2 Check the worksheet title and review period, then choose Edit draft or Propose amendment.
3 Work one indicator at a time. Record Results / evidence and the agreed Met, Partially met, or Not met rating.
4 Link or name the evidence supporting the rating. A policy mapping alone does not prove the indicator is met.
5 Use the worksheet progress line to find indicators still missing evidence or a rating.
6 Review the completed proposal and use the normal approval and publication journey.

You’ll know it worked when…

Progress shows how many indicators have evidence and how many are rated.
The screen states that completed fields are not a compliance judgement.

Can’t see this on your screen?

Confirm the worksheet title and access with the review lead.
Record an evidence gap rather than guessing.
Do not paste client information into a policy field.

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Step-by-step guide

Add people and set roles

Give each person the minimum access needed for their real job.

What to do

1 Open More, Organisation settings, then People and roles.
2 Under Invite or add a person, enter the exact email address.
3 Choose the plain role description matching the person’s job and create the invitation.
4 If PolicySense provides an invitation link, send it securely to the intended person only.
5 After they join, confirm their email, membership state, and role in the people list.
6 To change someone’s role, choose Change role. Ask another authorised administrator to change yours.

You’ll know it worked when…

Readers can read policies and assigned work.
Writers can prepare drafts.
Approvers can see Approvals.
Owners or administrators can manage organisation settings.

Can’t see this on your screen?

Check the email spelling and current organisation.
Do not give everyone approval access just to make administration easier.
Use the generated invitation link securely if the email does not arrive.

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Step-by-step guide

Keep policies current

Check a source change and decide whether a policy needs to change.

What to do

1 Open Policies, then Watched sources, and select the source needing attention.
2 Read What changed and Organisational exposure, then open each linked policy that may be affected.
3 If no policy change is needed, record the assessment and reason.
4 If a change is needed, choose Propose amendment, make the change, and send the exact proposal for approval.
5 After approval, choose Publish this version and check that the source-change item is resolved.

You’ll know it worked when…

Monitoring status, source changes, and linked policies remain separate facts.
No policy or Quick Read is silently rewritten.

Remember: PolicySense flags possible impact. A person decides. The approved document remains the authority.

Can’t see this on your screen?

An honest “no assessment” state is not permission to assume there is no impact.
If an old reading is withheld, use the original document until a person assesses and publishes the correct version.

The PolicySense Watched sources workspace showing a source that needs attention. — Watched sources shows what changed and which policies may need a person to check them.

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What do you need help with?

Set up your account

What to do

You’ll know it worked when…

Find and read a policy

What to do

You’ll know it worked when…

Understand a Quick Read

What to do

You’ll know it worked when…

Write or change a policy

What to do

You’ll know it worked when…

Approve and publish

What to do

You’ll know it worked when…

Confirm an AI-assisted reading

What to do

You’ll know it worked when…

Work the Service Review worksheet

What to do

You’ll know it worked when…

Add people and set roles

What to do

You’ll know it worked when…

Keep policies current

What to do

You’ll know it worked when…

Ready to use PolicySense