Forms/ Policies FAQs

HRStop allows documents to be saved and downloaded in the following formats:

• PDF (.pdf): Recommended for secure, shareable documents.
• DOCX (.docx): Ideal if further editing is needed post-generation.

Format Selection:

• You can choose the desired format during the document generation step.
• Both formats are downloadable from the employee's profile if Publish was enabled.

It's best practice to use PDF with password protection for finalized or sensitive communication.

The signature is missing or not displayed in the final generated document created using a document template.

Possible Cause:

This issue usually occurs when the signature was copied and pasted directly from another document (such as a Word file, email, or PDF), which may lead to improper formatting or rendering errors during document generation in HRStop.

How to Fix It:

Follow these steps to ensure the signature appears correctly:

1. Do not copy-paste the signature image directly from another source (Word, web, or PDF).
2. Instead, download or save the signature image file (in PNG or JPG format) directly onto your device/system.
3. Open your Document Template in HRStop via: Control Panel → Forms and Policies → Document Template
   
4. Edit the desired template.
5. Use the Insert Image option within the editor to upload the saved signature image from your device.
6. Save the template after inserting the image.

Result:

The signature will now be properly embedded and will appear correctly in all generated documents, whether generated individually or in bulk.

Tip:

For best results:

• Use a transparent PNG signature file.
• Keep the signature dimensions optimal (around 300px wide).
• Ensure the template is saved and re-tested after updating.

The Policy module in HRStop allows administrators to create, publish, and manage company policies that employees can view and acknowledge directly from the HRStop portal.

Only administrators with authorized permissions can create, edit, publish, and manage policies from the Control Panel.

Employees can view all published policies that apply to them by going to Main Panel and selecting Policies. Policies can also be viewed from the HRStop mobile app.

Yes. Administrators can define applicability using department, location, band/grade, and business unit filters.

Go to Control Panel → Forms/Policies → Policies. Click on Edit button against the concerned policy. Scroll fdown to applicability section. Select the applicability as suggested above.

If no filter is selected, the policy applies to all employees.

Policy acknowledgement is a feature that requires employees to confirm they have read a policy. When enabled, an Acknowledge Policy button appears for the employee on the policy details page.

Go to Control Panel → Forms/Policies → Policies.

Locate the policy and click the View Acknowledgements icon in the Actions column.

This opens the acknowledgement tracking screen for that policy, showing each employee's acknowledgement status.

If the Restrict System Access option is enabled for a policy, employees who have not acknowledged it will be unable to access the HRStop application until they do so.

Yes. The title is the only mandatory field when adding a policy.

Accepted formats are jpg, jpeg, png, gif, pdf, csv, xls, xlsx, and doc. Maximum file size is 8 MB.

It defines which employees will see the policy. If no filters are selected, the policy applies to all employees.

Yes. If the Publish option is not selected, the policy is saved as a draft and remains hidden from employees until it is published.

Yes. The Acknowledgement Required setting can be enabled when adding or editing a policy. Employees will then see an Acknowledge Policy button on the policy details page.

Yes.

Go to: Control Panel → Forms/Policies → Policies. Scroll down to the desired policy.

The Download icon in the Actions column allows administrators to download the file that was uploaded for a policy.

Go to: Control Panel → Forms/Policies → Policies.

Select the policies using the checkboxes and use the Actions dropdown at the top right to apply bulk publish or unpublish actions.

Yes. Administrators can edit any existing policy and enable the Acknowledgement Required setting from the Settings section at any time.

When this option is enabled, employees who have not acknowledged the policy will be unable to access the application until they complete the acknowledgement.

No. Only employees who fall within the applicability criteria of the policy and have not yet acknowledged it will be restricted from accessing the application.

Go to Control Panel → Forms/Policies → Policies.

Locate the policy and click the View Acknowledgements icon in the Actions column. This opens the acknowledgement tracking screen for that policy, showing each employee's acknowledgement status.

Click the Send Reminder bell icon in the Actions column next to the employee on the acknowledgement tracking screen.

Yes. Go to Control Panel → Forms/Policies → Policies and click the View Acknowledgements icon for the relevant policy. On the tracking screen, select the employees using the checkboxes and click Send Bulk Reminder.

Yes. Go to Control Panel → Forms/Policies → Policies and click the View Acknowledgements icon for the relevant policy. On the acknowledgement tracking screen, click the Export button to download the list for reporting or compliance purposes.

The View Acknowledgements icon in the Actions column on the Policies list only appears for policies that have the Acknowledgement Required setting enabled.

Employees can view published policies by going to Main Panel → Policies. Policies can also be accessed from the mobile app. Only policies that are published and applicable to the employee will appear in the list.

A policy will not appear in the Policy List of an employee if it has not been published or if the employee does not fall within the applicability criteria set by the administrator for that policy.

It shows whether the employee has acknowledged the policy or not. If acknowledgement is pending, it will show Pending. If the policy has been acknowledged, it will show the date of acknowledgement.

Yes. Employees can access and view published policies that apply to them from the HRStop mobile app in addition to the Main Panel.

Go to Main Panel → Policies and click the View icon for the policy that needs to be acknowledged. On the policy details page, click the Acknowledge Policy button, add any comments if needed, and click Yes to confirm.

The Acknowledge Policy button appears on the policy details page, accessible from Main Panel → Policies → View icon. It is visible only for policies where the administrator has enabled the Acknowledgement Required setting.

Yes. When an employee clicks the Acknowledge Policy button, a confirmation window appears with an optional Comments field where the employee can add a note before confirming.

If the administrator has enabled the Restrict System Access option for the policy, the employee will not be able to access the application until the policy is acknowledged.

The Acknowledge Policy button only appears for policies where the administrator has enabled the Acknowledgement Required setting. If the button is not visible, acknowledgement is not required for that policy.