Chase policy acknowledgments and training completion
When a policy is issued or training is due, the system assigns it to the right people, reminds those who have not finished, escalates to managers on a schedule and produces a completion report. For compliance teams chasing people one email at a time.
Function: Legal and compliance · Industry: Any industry
Chase policy acknowledgments and training completion
6 steps
At a glance
- Trigger
- A policy is published, a training is assigned or a due date approaches.
- Typical inputs
- Policy and training catalog
- Employee roster with role and location
- Assignment rules and due dates
- Completion records from your learning tools
- Systems it usually connects to
- BambooHR
- Slack
- Google Workspace
- Google Sheets
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Assign by role
RulesPeople are assigned each policy or course from role, location and start date rules.
- 2
Send the reminders
RulesReminders go on a schedule, through the channel people actually read, and stop when completion is recorded.
- 3
Escalate to managers
RulesAfter a set number of reminders, the manager gets a list of their overdue people, and later the compliance lead does.
- 4
Answer the questions
ModelA model answers simple questions about what a policy requires, quoting the document, and routes the rest to compliance.
- 5
Handle the exceptions
PersonCompliance decides on extensions, exemptions and consequences for repeat non-completion.
- 6
Produce the report
RulesA completion report by team and policy is generated for the audit file.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- Compliance approves exemptions and deadline changes.
- Managers act on their overdue lists.
- Policy owners approve what the assistant may quote.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Completion rate at the due date
- 02Days overdue at the time of escalation
- 03Reminders sent per completion
- 04Compliance hours spent chasing
Questions about this workflow
Is it just reminders? Why involve AI?
Most of it is rules and scheduling, and we say so. The model is optional and covers the questions people ask about the policy text, which cuts the follow-up messages to compliance.
Can it record the acknowledgment itself?
The acknowledgment is recorded in your system of record when the person completes it. The reminder flow only links to it and checks status.
Which steps use rules, a model and a person?
Rules: assign by role; send the reminders; escalate to managers; produce the report. Model: answer the questions. Person: handle the exceptions. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: policy and training catalog; employee roster with role and location; assignment rules and due dates; completion records from your learning tools. You also need read access to BambooHR, Slack, Google Workspace and Google Sheets, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.