ClearPolicy

ClearPolicy vs spreadsheets

A spreadsheet can track a status. Connect the work behind it.

If keeping the sheet current means sending emails, matching signed files, and checking old policy versions, ClearPolicy brings those steps together: assignments, signature requests, reminders, and records.

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$29/month · Unlimited people, documents, and team members

Keep the spreadsheet if it is doing the job

A clear tracker can work when policies rarely change, follow-up is manageable, and signed evidence is easy to find. There is no need to replace a process that stays accurate with reasonable effort.

Consider ClearPolicy when the upkeep grows

People join, policies change, and another sign-off becomes due. If your tracker depends on someone repeatedly reconciling rows, emails, and signed documents, a connected workflow can take over that routine work.

What you maintain yourself—and what is connected

A spreadsheet can store the information. The difference is how signatures, follow-up, and supporting records get there.

Feature ClearPolicy Spreadsheet-based process
Who needs which policy Assignments by person and group, with completion status. Maintain a roster and document columns or separate tables.
Collecting signatures Personal request links and typed-name signing, tied to a document version. Collect signatures through paper or another tool, then link or record the result.
Following up Automatic reminders for unfinished requests, plus personal or bulk follow-up. Filter outstanding rows and follow up yourself, or build an automation.
Policy updates Publish revisions, find outdated completions, and send new requests while retaining earlier records. Record the version signed and maintain links to the corresponding document and evidence.
Recurring signatures Renewal dates follow each person’s last completion; optional Auto-renew sends eligible requests. Calculate due dates and arrange new requests yourself or through connected tools.
Records and history Request activity, signed documents, and electronic certificates; uploaded evidence for paper completions. Keep supporting records separately and link them to the tracking row. File edit history records changes to the tracker.
Reporting Ready-made person, document, and group completion views; print or CSV export. Build filters, formulas, charts, and reports around your own tracking structure.

This compares a spreadsheet-based tracking process, not every combination of forms, scripts, and signing services you could connect to it. Those tools can add capabilities and their own setup and maintenance.

Three signs it is worth trying a different workflow

People join different groups

You keep checking which policies a new employee or volunteer should receive. Group assignments give that work a repeatable starting point.

Explore group assignments

Follow-up takes more work than sending

You filter the sheet, find the email, and ask again. ClearPolicy connects reminders to the unfinished request and its viewing activity.

See automatic reminders

A signed date no longer answers the question

You need the policy version and the signed document behind the status. Keep those records connected as policies change.

Explore versions and records

People get a place to return to, too

The signing portal brings together pending requests, signed copies, and published documents available to read through groups. Explore the signing experience.

Start with the next policy rollout

Try one policy with a real group

  1. 1

    Bring the roster, keep your earlier records

    Export names and email addresses as CSV, then import the people you want to start with. Keep your existing tracker and supporting evidence for historical sign-offs.

  2. 2

    Choose a policy and its group

    Upload an approved PDF or Word document and assign it to the people who need it. Review group automatic request emails before adding membership if you want to prepare first.

  3. 3

    Send requests and review the results

    Send the policy, follow outstanding requests, and open a completed record. Compare that process with the manual work your tracker currently needs.

Try it with your next policy

30 days free · No credit card required

Keep spreadsheets for the analysis you need. Export ClearPolicy report results to CSV.

Questions about moving from a spreadsheet

Can a spreadsheet still be a good policy tracker?

Yes. A maintained sheet can track names, due dates, policy versions, and links to signed evidence. It can be enough when assignments change infrequently and someone has time to keep the records and follow-up current. ClearPolicy brings those steps into a connected workflow.

What if we already use spreadsheet automations?

Compare the whole process you have built: collecting signatures, maintaining version links, updating status, sending reminders, and retrieving records. A spreadsheet with scripts or connected services can automate parts of this. ClearPolicy provides these policy workflows together, so you manage assignments and exceptions rather than maintaining the connections yourself.

Can we import our existing Excel or Google Sheets tracker?

You can export your people roster as CSV and import names, email addresses, and supported group data into ClearPolicy. This imports people, not the tracker’s historical completion dates or signatures. Keep earlier evidence in your existing records and start the next policy rollout in ClearPolicy.

Do people need a new account to sign?

No. People open a personal request link, review the policy, and type their name to sign. The signing portal lets them return to pending requests and signed copies with their email and a six-digit code, without registering.

Can we still use spreadsheets for reporting?

Yes. Export completion reports to CSV for your own analysis, or print to PDF for a review. Those exports summarize completion; open individual requests when you need the signed document or uploaded paper evidence.

Does a record prove someone understood the policy?

A recorded signature shows the person completed the signing process for that document version. It does not establish comprehension or real-world compliance. Your policy wording, training, and other organizational processes still matter.

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.

One $29/month plan includes unlimited people, documents, and team members. See the complete walkthrough.

Already using a signing service? Read the Docusign comparison.

Spend less effort maintaining the tracker

Try assignments, signatures, reminders, and records together with a policy you already use. 30 days free, no credit card required.

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