ClearPolicy

Policy acknowledgment for churches — e‑signatures made simple.

Upload your volunteer roster or Planning Center list, send policies for signature, and keep a complete record of every acknowledgment.

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Without ClearPolicy

The problem churches face

You send out a child safety policy as a PDF attachment. Three weeks later, you still don't know who actually read it.

Paper and email aren't cutting it. You need proof volunteers reviewed your policies.

Common pain points

  • Volunteers don't return signed forms
  • Who signed the old version vs. the new one?
  • No clear record when questions come up
  • Spreadsheet tracking falls apart

You need a system that actually works.

With ClearPolicy

Proof when insurance or elders ask

When your insurance carrier or elders ask for proof that volunteers reviewed your child safety policy, you pull the record — not a folder of PDFs, not an email thread. Every acknowledgment is tied to the person, the document version, and a timestamped audit trail you can export on demand.

What gets documented

  • Timestamped signatures tied to the exact policy version
  • Audit trail for every send, view, and sign-off
  • Exportable certificates when insurers or leadership need documentation

Trusted by organizations like yours

Used by small businesses, healthcare providers, schools, nonprofits, and churches across the US, UK, and Australia.

  • Small businesses
  • Healthcare & Home Care
  • Schools & education
  • Churches & ministries
  • Nonprofits & boards

See it in action

From policy creation to signed proof — every step in one system.

Compliance dashboard

See volunteer and staff acknowledgment status at a glance — who is current, who is pending, and which policies need follow-up before the next ministry season.

Create a policy

Upload a child safety policy, import from Google Drive, start from a church template, or use the editor — then send document requests without leaving ClearPolicy.

People and groups

Organize volunteers, ministry staff, and pastoral teams into groups. See who still needs to sign each policy and follow up from one place.

Public signing page

Volunteers open a secure link, review the policy, and sign electronically — on any device, with no ClearPolicy account required.

Document activity

Every document request logs delivery, views, reminders, and completion — tied to the person and document version for a defensible record.

Attestation certificate

Download a branded attestation certificate for each completed acknowledgment — document details, recipient, technical evidence, and audit timeline in one PDF.

Compliance reports

Run compliance reports by person, document, or group — then print to PDF or export CSV for elders, insurance reviews, or ministry leadership.

How ClearPolicy works

  1. 1

    Create your policy

    Child safety, volunteer handbook, code of conduct — whatever you need signed.

  2. 2

    Add volunteers

    Upload your volunteer roster as a CSV or sync directly from Planning Center — no logins required for volunteers.

  3. 3

    Send the link

    Volunteers get an email, review the policy, type their name, and sign electronically in 30 seconds.

  4. 4

    See who's signed

    Dashboard shows who's signed, who hasn't, and when. Set any policy to renew automatically on your schedule.

Policy acknowledgement tracking dashboard — see who's signed, who hasn't, and who's outdated
See how ClearPolicy works

How ClearPolicy compares

Feature ClearPolicy Spreadsheet Email + PDF DocuSign Google Docs
E-signature capture Yes — No Partial Yes — No
Audit trail Yes — No Partial Yes — No
No login for signers Yes — Not applicable Yes — No Yes
Built for policy tracking Yes — No — No Partial — No
Version tracking Yes Manual Manual Partial Manual
Scheduled renewals Yes — No — No Manual — No
Priced for churches Yes Yes Yes — No Yes
Planning Center sync Yes — No — No — No — No

Want a deeper breakdown? Read our full comparison: Where to Track Policy Acknowledgments →

What you get

ESIGN and UETA electronic signatures

Typed name, timestamp, IP address, consent, and document version — the record ESIGN and UETA require for enforceable organizational e-signatures.

Clear audit trail

Immutable logs of when policies were sent, opened, and signed.

Planning Center integration

Sync volunteer and staff lists from Planning Center — policies assigned automatically.

CSV roster import

Upload your volunteer roster as a spreadsheet when you are not on Planning Center.

Compliance reports

Status by person, document, or group. Print to PDF or export CSV for elders and insurers.

Smart Follow-up

Adaptive email reminders that send sooner when a volunteer opened a request but hasn't finished, and adjust as deadlines approach.

Automatic version tracking

Never wonder if someone signed v1.0 or v2.0 of your policies.

No accounts for recipients

Volunteers sign via secure links without creating passwords.

Zapier integration

Connect to 5,000+ apps for automated onboarding and workflows.

What volunteers see

Clean, simple signing process:

  • Click link in email
  • Review policy
  • Type name to sign
  • Done

No account creation. No password hassles.

Built for churches like yours

ClearPolicy is designed for churches that need professional policy tracking without enterprise pricing, per-seat fees, or a demo call to get started.

Children's ministry and nursery volunteers

Child safety policies signed before volunteers serve — with proof you can produce when insurance or leadership asks.

Volunteer teams across ministries

Codes of conduct, orientation policies, and seasonal renewals — without chasing paper forms or email replies.

Multi-campus churches

Consistent policy tracking across locations and volunteer pools — one dashboard instead of scattered spreadsheets.

Staff and pastoral teams

Staff handbooks, social media policies, and conduct agreements — tracked with the same system you use for volunteers.

Planning Center churches

Sync volunteers from existing Lists to ClearPolicy groups — with policies already assigned when someone joins a team.

Churches preparing for insurance renewal

When carriers ask about abuse prevention, you'll have documented proof that volunteers read and signed your policies.

Integrates with tools churches already use

ClearPolicy connects natively with Planning Center — no Zapier required. Map your Planning Center Lists to ClearPolicy groups and your people sync automatically. Policies are assigned the moment someone is added to a list.

For other tools, ClearPolicy connects via Zapier to platforms like Text In Church, Google Forms, Airtable, and more.

View integrations

Google Drive
Planning Center
Zapier
Google Forms
Airtable
Slack
Google Sheets
Mailchimp
Text In Church

Frequently asked questions

Do volunteers need to create an account?

No. They click a link, review, and sign. That's it.

Does ClearPolicy meet ESIGN and UETA requirements?

Yes. For organizational policies, employee handbooks, and volunteer agreements, ClearPolicy captures what ESIGN and UETA require: the signer's intent to sign electronically, typed name, timestamp, IP address, browser details, and the exact document version signed. That is the evidence courts, insurers, and auditors expect from an electronic signature program. Some documents may still require wet ink or notarization — you decide whether an e-signature is appropriate. When someone cannot complete online, a team member can keep a complete record in ClearPolicy by recording paper on file and uploading the signed paper copy on the open request. That is not an electronic signature; online completions still receive the full ESIGN certificate and audit trail.

What if someone cannot or will not sign online?

Electronic signatures are the default path in ClearPolicy — fast, trackable, and audit-ready. When someone cannot complete a request online (no email, preference, accessibility, or a wet-ink requirement), a team member can record paper on file: upload the signed paper copy on the pending request. That person counts as complete for that document version, and the uploaded file stays with the request so your compliance record stays in one place. Paper on file is not an ESIGN electronic signature and does not produce an attestation certificate. It is a real workflow for keeping a complete record when electronic is not possible.

What happens when we update a policy?

ClearPolicy tracks versions. You can see who signed the old version and request new signatures.

How long does setup take?

Minutes. Upload a policy, add volunteers, send.

Does ClearPolicy integrate with Planning Center?

Yes, natively. Connect your Planning Center account, map your Lists to ClearPolicy groups, and your people sync automatically every morning — with policies already assigned.

Can policies be set to renew automatically?

Yes. Set a recurring schedule per document and ClearPolicy sends renewal signature requests automatically — every cycle logged in the audit trail.

Set up in under 10 minutes

Try ClearPolicy for your church. No credit card required.

Try Free for 30 Days