ClearPolicy

Group assignments

The right policies for every person. From day one.

Organize people by department, location, or role. Give each group the documents they need to sign—and the information they just need to read.

Try Free for 30 Days See what groups can share

30 days free · No credit card · $29/month after

Set up the group once. Use it as your roster grows.

Build groups around how your organization actually works.

By department

Shared policies for shared work

Give everyone in a department the same required policies and reference documents, without selecting each person every time.

By location

Keep local requirements together

Pair organization-wide policies with the safety procedures and practical information people need at their own location.

By role

Match documents to responsibilities

Create groups for drivers, caregivers, board members, or volunteers. A person can belong to more than one group.

Some documents need a signature. Others just need to be easy to find.

Requires a signature

Assign handbooks, safety policies, or codes of conduct to the group. Send requests and track each person’s completion.

Available to read

Share published guides and reference documents in the signing portal. People in the group can open them without a signature request or a completion requirement.

Share your signing portal link so people know where to look. They access it with their email and a one-time code—no account to create.

Explore the signing portal

Field Team

Documents

Requires a signature

Workplace Safety Policy

Request signatures and track completion

Available to read

Equipment guide

Open in the signing portal

Travel & expenses guide

Open in the signing portal

One group, with documents to sign and documents to read.

Keep onboarding moving as people join

Choose when groups send requests, and catch anything that still needs to go out.

Send requests when people join

With Automatic request emails on, adding someone to a group sends eligible published documents for signature. Add a default message to explain what they need to do.

Catch requests that haven’t been sent

Preparing assignments first? Turn automatic emails off, then use Send missing for eligible gaps when you’re ready. Open requests can be followed up with reminders.

Group additions through CSV imports, Planning Center, and integrations can also trigger automatic request emails.

Questions about group assignments

What happens when I add someone to a group?

With Automatic request emails on, newly active assignments to eligible published documents that require a signature get requests. The person also gains access to the group’s published documents marked Available to read in the signing portal. Those documents do not trigger an email.

Can I prepare a group before sending requests?

Yes. Turn off Automatic request emails while you add people and documents. Send requests when you’re ready. Turning the setting back on does not send a backlog of existing assignments; use Send missing for eligible gaps.

Can the same policy belong to more than one group?

Yes. People and documents can belong to multiple groups. If a person already has an active assignment to a document, adding another group connection does not make that assignment new or automatically send another request.

How do people open documents that don’t require signatures?

Publish the document, turn off Requires a signature, and add it to a group. Share your organization’s signing portal link. Group members enter their email address and a one-time email code, then open the document under Documents. No team member account or previous signature request is needed. Opening the document is not recorded.

Does publishing a draft automatically send it to the group?

No. Publishing alone does not send missing requests. Once the document is published, use Send missing or send requests yourself. Adding an already-published signature-required document to a group can send eligible requests when Automatic request emails is on.

What happens when someone leaves a group?

They lose reading access granted by that group, unless another group also gives them access. Existing signature assignments and requests remain. Remove an assignment or cancel a request separately if it is no longer needed; completed records remain in history.

Track your group’s progress Follow up on unsigned policies

Start with one group. Give everyone what they need.

Add your people, choose their documents, and put group assignments to work. Free for 30 days, no credit card required.

Try Free for 30 Days