# Policies

Make Kapi Works policies that people acknowledge or sign. Write one with Kapi or with your own AI, start from an example, or upload HTML, Word or PDF.

A Kapi Works policy is one HTML file in Kapi's [policy format](https://docs.kapiworks.com/build/policies/format): headings, paragraphs, lists, tables and links, with a place to sign. Employees acknowledge a policy with one tick and one button. Partners and customers acknowledge it the same way, or sign it with their signature. Everyone gets a signed copy as a PDF.

Policies are not training. They stay out of courses lists, results, certificates and the training register.

## Make a policy

In Works Studio, press **Create**, then **Policy**. **New policy** opens with three ways in:

* **Write it with Kapi.** Describe the policy, or add your documents, and Kapi writes it in the policy format.
* **Copy prompt for your AI.** Copies [the prompt](#the-prompt) with Kapi's example code of conduct below it, for ChatGPT, Claude, Gemini or any AI. Paste it into your AI, answer its questions, then upload what it makes.
* **Upload your policy.** Paste HTML, or choose an HTML, Word or PDF file. Your browser turns a Word or PDF file into the policy format with code, not AI.

Below them are Kapi's six [example policies](#examples). **Have a look** shows one as people will see it, **Use this** starts a draft from it, and **Copy prompt** copies a prompt for a policy like it.

Every way in opens the editor. It shows the policy as people will see it, place to sign included, at desktop or phone width. **HTML** opens the file beside it to edit, and clicking a part of the policy selects its HTML. Ask Kapi for bigger changes in words, such as "add a section on gifts". Kapi's checks list what Kapi changed in the file and anything that stops publishing. A policy Kapi wrote, or one started from an example, shows "Written by Kapi. Check it with your adviser before you publish." in the editor only. **Continue** opens the policy's page.

## Publish and share

The policy's page has three tabs: **Document**, **People** and **Settings**. On **Settings**, choose:

* what people do: **Acknowledge**, or **Sign**;
* the statement they agree to;
* who may receive it: employees, partners or customers;
* whether to ask again every year, every 2 years or every 3 years;
* when it takes effect.

The [two tags](https://docs.kapiworks.com/build/policies/format#who-receives-it-and-what-they-do) in a file suggest what people do and who receives it. You decide before you publish.

**Publish** makes the policy live. When you publish a later version, choose whether everyone signs again or it is a small fix that nobody signs again. Then share it from the **People** tab with people or groups. Each audience has a group called **Everyone**, which new starters join as they arrive. A policy is always required. Its deadline is a number of days after it reaches each person, 14 unless you change it, or a date you choose.

## Acknowledging and signing

People find the policy in Works Learn, on Home and in My learning. They read it, then act where the policy puts its place to sign.

* **Acknowledge.** They tick the statement, then press **Acknowledge**.
* **Sign.** **Sign here** opens **Your signature**. They draw it with a mouse, finger or pen, or type their name, and can save it for next time. Their name, their company and today's date fill in, and **Sign** completes it.

Each person acknowledges or signs for themselves. Kapi records no reading time and sets no timers.

## The signed copy

Each act gives a signed copy as a PDF: the policy as the person read it, with their tick or signature where the policy puts its place to sign, then a **Signing record** page. The record lists the policy, the company, the version, the person and their email, their company, what they did, when it happened in their time zone and in UTC, how they signed in, the statement, the [document fingerprint](https://docs.kapiworks.com/build/policies/format#the-canonical-file) and the receipt. The same receipt always gives the same PDF.

People download their copy when they finish, and find it later in **Your records**. The company sees who has acknowledged or signed, downloads each signed copy and reminds the rest. Auditors read the same records in their portal, and your own systems read them through the Works API with the `acknowledgements:read` scope, starting with [`GET /v1/acknowledgements`](https://docs.kapiworks.com/reference/list-acknowledgements).

## Examples

Each example is written for a UK company of 50 to 250 people, in plain words, with its sources. Each file is the canonical file, exactly as Kapi stores it.

| Example | Who and what | File |
| --- | --- | --- |
| Code of conduct | Employees · Acknowledge · About 5 minutes | [`code-of-conduct.html`](https://docs.kapiworks.com/build/examples/policies/code-of-conduct.html) |
| Preventing sexual harassment policy | Employees · Acknowledge · About 5 minutes | [`preventing-sexual-harassment.html`](https://docs.kapiworks.com/build/examples/policies/preventing-sexual-harassment.html) |
| Using AI at work policy | Employees · Acknowledge · About 4 minutes | [`using-ai-at-work.html`](https://docs.kapiworks.com/build/examples/policies/using-ai-at-work.html) |
| Data protection at work policy | Employees · Acknowledge · About 5 minutes | [`data-protection-at-work.html`](https://docs.kapiworks.com/build/examples/policies/data-protection-at-work.html) |
| Partner code of conduct | Partners · Sign · About 4 minutes | [`partner-code-of-conduct.html`](https://docs.kapiworks.com/build/examples/policies/partner-code-of-conduct.html) |
| Customer terms of use | Customers · Acknowledge · About 4 minutes | [`customer-terms-of-use.html`](https://docs.kapiworks.com/build/examples/policies/customer-terms-of-use.html) |

## The prompt

**Copy prompt for your AI** copies this prompt, with Kapi's example code of conduct below it, shortened to fit. An example's **Copy prompt** copies the same prompt for a policy like that example. Your AI asks you up to five questions, then writes one HTML file.

```text
Kapi Works policy prompt · any policy · format 2

Write a policy for Kapi Works, my company's learning platform, where people acknowledge or sign it. Answer with one complete HTML file in one code block, in Kapi's policy format. Kapi reads it, shows it as people will see it, and I check it before I publish.

THE FORMAT
- One HTML file: <!doctype html>, <html lang="en-GB">, then a head with <meta charset="utf-8">, the two tags below and a <title>.
- <meta name="kapi:act" content="acknowledge"> when people tick to confirm they have read it, or content="sign" when they sign it with their signature. <meta name="kapi:signers" content="employees"> says who receives it: any of employees, partners and customers.
- The body uses only h1 to h4, p, ul, ol, li, blockquote, table with caption, tr, th and td, hr, strong, em, a href and br. Kapi leaves out styles, classes, scripts, pictures, forms and frames.
- One h1, the title. Then short sections, each under an h2.
- <kapi-sign></kapi-sign> once, where people acknowledge or sign: usually at the end, after a sentence that says what they confirm. Kapi draws a tick box there, or a signature box with the person's name and the date.
- Links start with https:// or mailto:.

RULES
1. Plain UK English: short sentences, "you" for the reader and "we" for my company.
2. Take rules, numbers and contacts only from my documents and my answers. If they don't say, ask me.
3. Link official sources over https, such as gov.uk, acas.org.uk, ico.org.uk and legislation.gov.uk. Never invent a law, a date, a case or a source.
4. Never say the policy or the company is compliant, certified or legally binding, or that signing proves anything. Say what people do.
5. Name roles and team contacts, such as "your manager" or a team's email address, not individual people.
6. Give the whole file. Never shorten it or write "…".

If you can open web pages, read https://docs.kapiworks.com/build/policies/llms.txt first.
Ask me up to five questions first, such as what the policy covers, who receives it, whether they acknowledge or sign it, and who they contact with questions. Then write the file.
```

For your AI, the whole policy format is one plain text file at `https://docs.kapiworks.com/build/policies/llms.txt`. [For AI agents](https://docs.kapiworks.com/build/ai) lists everything else.

## Find your way

- [Policy format](https://docs.kapiworks.com/build/policies/format): Every element Kapi keeps, the place to sign, the two tags and the canonical file.
- [For AI agents](https://docs.kapiworks.com/build/ai): Prompts, examples and plain text files for your AI.