ClearPolicy

Policy acknowledgment software — know who signed, and prove it.

Collect e-signatures, track who's signed, and run printable compliance reports — with a complete audit trail and no spreadsheets to maintain.

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Without ClearPolicy

The problem every organization faces

You send out a policy as a PDF. A few people sign and return it. Most don't. Your spreadsheet slowly fills with question marks — and when accountability comes up, you can't prove who acknowledged what.

Common pain points

  • Policies scattered across email threads
  • Spreadsheet tracking breaks down fast
  • Who signed the old policy vs. the updated one?
  • No audit trail when it matters most

With ClearPolicy

Proof when accountability comes up

When someone claims they never saw the policy, you pull the record — not a spreadsheet, 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 and compliance reports

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

Your organization-wide compliance score, a breakdown of people by status, and which documents need attention — so you know where to follow up on outstanding acknowledgments.

Create a policy

Upload a PDF, import from Google Drive, use the built-in editor, or start from a template — then publish policies and send document requests without leaving ClearPolicy.

People and groups

Track compliance by team, ministry, or department. See who still needs to sign, who is pending, and who is current on every assigned document.

Public signing page

Recipients open a secure link, review the policy, and sign or acknowledge 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, with timestamps and actors 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 leadership reviews, board meetings, or audits.

How ClearPolicy works

  1. 1

    Create your policy

    Upload a PDF or Word doc, import from Google Drive, or write it in the editor. Any policy, any format.

  2. 2

    Add your people

    Upload a CSV with your full roster — staff, employees, volunteers, and board members. Or sync from Planning Center or Zapier.

  3. 3

    Send the link

    Recipients get an email, review the policy, and sign electronically in 30 seconds.

  4. 4

    See who's signed

    Dashboard shows who's signed, who hasn't, and when — then run a compliance report to print or export for leadership.

Policy acknowledgement tracking dashboard — see who's signed, who hasn't, and who's outdated. Run compliance reports and print to PDF or export CSV when leadership or auditors need proof.
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
Compliance reports Yes — No — No Partial — No
Priced for small orgs Yes Yes Yes — No Yes

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

Comparing ClearPolicy to DocuSign? Read our ClearPolicy vs DocuSign comparison →

HR or compliance team? Policy attestation software for employee sign-off and reporting →

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, delivered, viewed, and signed.

CSV roster import

Import your whole roster from a spreadsheet — staff, volunteers, and board members in one upload.

Compliance reports

Status by person, document, or group. Print to PDF or export CSV for auditors and leadership.

Smart Follow-up

Adaptive email reminders that send sooner when someone 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

Recipients sign via secure links without creating passwords.

Zapier integration

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

Planning Center integration

Sync volunteer and staff lists from Planning Center into ClearPolicy.

What recipients see

Clean, simple signing process:

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

No account creation. No password hassles.

Built for organizations like yours

ClearPolicy is designed for organizations that need professional compliance tracking without enterprise pricing or complexity.

Small businesses managing employee and contractor compliance

Onboarding handbooks, safety policies, and contractor agreements — all tracked with signed proof, not a spreadsheet.

Leaders and managers reporting to auditors or insurance carriers

Run a compliance report, print to PDF, and hand it to your board or insurer — no manual spreadsheet legwork.

Churches managing staff, volunteer, and child safety policies

Child protection policies, volunteer codes of conduct, and staff handbooks — synced from Planning Center and tracked with a full audit trail.

Nonprofits tracking board, staff, and volunteer acknowledgments

Board conflict-of-interest forms, employee handbooks, and volunteer agreements — ready to show auditors or your Form 990 preparer.

Schools and youth programs with safety and conduct requirements

Staff conduct policies, safety procedures, and volunteer background check acknowledgments — tracked across seasons and staff turnover.

HOAs and community organizations with member policies

Governing documents, community rules, and vendor agreements — tracked for board members, staff, and contractors alike.

Any team that needs proof policies were read and signed

If accountability comes up, you'll have the record. Timestamp, IP address, document version — ready to produce.

Integrates with tools your organization already uses

ClearPolicy connects natively with Google Drive for document import, and via Zapier to thousands of other tools — including Google Workspace, Airtable, and more. Churches can sync people directly from Planning Center. Keep your people in sync without maintaining multiple lists.

View integrations

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

Frequently asked questions

What types of organizations use ClearPolicy?

Small businesses, nonprofits, churches, schools, HOAs, and other organizations. If you have policies and people who need to sign them, ClearPolicy works for you.

Do signers need to create an account?

No. They click a link, review the policy, and sign. No login, no password, no friction.

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.

Can I report compliance status to leadership or auditors?

Yes. ClearPolicy includes compliance reports showing acknowledgment status across your organization — filterable by document, group, or person, with print-to-PDF and CSV export. Learn how to run a compliance report in our docs.

What happens when we update a policy?

The system tracks versions. You can see who signed the old version and send new signature requests for the updated one.

How is this different from DocuSign?

DocuSign is built for contracts and agreements between parties. ClearPolicy is built specifically for internal policy acknowledgment — simpler, cheaper, and purpose-built for tracking who on your team has signed what.

How is ClearPolicy different from Google Docs, email, or spreadsheets?

Google Docs, email, and spreadsheets can share policies, but they do not give you clean policy acknowledgment tracking, signature records, version history, reminders, and audit-ready reports. ClearPolicy is purpose-built for tracking who signed which policy and when.

How do I track employee policy acknowledgments?

ClearPolicy lets you send policies, collect digital sign-offs, and see who has or has not acknowledged each document. Instead of using spreadsheets or email reminders, you get a simple dashboard showing acknowledgment status by person, group, and policy.

What is policy sign-off software?

Policy sign-off software helps organizations prove that people received and acknowledged important policies. ClearPolicy records each signature, timestamp, policy version, and completion status so you have a clear audit trail.

Can ClearPolicy handle policy distribution and acknowledgment?

Yes. ClearPolicy helps you distribute policies to the right people and track acknowledgments in the same system. You can assign documents, request signatures, monitor completion, and follow up with anyone who has not signed.

Can I use ClearPolicy for employee onboarding?

Yes. ClearPolicy can be used during onboarding to send handbooks, workplace policies, safety rules, confidentiality policies, code of conduct documents, and other required sign-offs to new employees.

Does ClearPolicy provide proof of policy acknowledgment?

Yes. ClearPolicy keeps a record of who signed, when they signed, which policy version they acknowledged, and related audit details like IP address and electronic consent.

Is ClearPolicy policy management software or just signature software?

ClearPolicy is focused policy acknowledgment software. It helps small organizations manage policy distribution, collect signatures, track completion, and keep proof of acknowledgment without needing a large enterprise policy management system.

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 free for 30 days. No credit card required.

Try Free for 30 Days