Policy Version Control & Change Notifications

The problem this kills

You update a policy, email it around, and a few months later nobody can tell you which version is current, what actually changed, or who has accepted the latest one. Old versions get overwritten and lost. "Material" changes that legally require a fresh acknowledgment get treated like a typo fix - and minor wording tweaks trigger pointless re-acknowledgment storms that train people to ignore the request entirely.

When an auditor or a lawyer asks "show me that this employee accepted version 3 of the Code of Conduct, effective March 1," you are digging through inboxes and a spreadsheet that may or may not be right.

What you'll build

An internal, login-only web app that is the single source of truth for your policies:

• A versioned policy library - every policy keeps its full history. Nothing is ever overwritten or deleted.
• A draft-and-review flow where HR writes the new version plus a plain-language change summary and marks it material or minor.
• An HR approval gate - a person reviews and approves the version, its effective date, and (for material changes) the decision to launch a re-acknowledgment campaign before a single email goes out.
• Audience targeting that figures out exactly who is in scope for the new version.
• Re-acknowledgment campaigns that email the affected audience and track each acceptance against the precise version they accepted.
• A CSV export of full version history and acknowledgment status, in whatever columns your HRIS or audit file expects.

What's inside the Implementation Plan

The plan is a single runbook you paste into an AI coding agent (Claude Code), which then builds the tool with you step by step.

It opens by interviewing you about your business - your policy types, how versions and effective dates work for you, what "material" means in your world, how you define audiences (everyone? by department, location, or role?), your typical and peak volumes, and your messiest edge cases. It reads a short tailored spec back to you for a thumbs-up, then shapes the database, the rules, and every later build step around your real answers - so this is your tool, not a generic template.

From there it walks you through accounts, the data model, the draft-and-approve flow, audience targeting, the campaign engine, acknowledgment tracking, the audit trail, and the CSV export - each step ending in a ready-to-paste prompt.

The governance it includes (this is the point)

• Login so only your team can use the tool.
• Row-level security so people only ever see their own organization's data.
• A complete audit trail - who changed what version, who approved it, who launched the campaign, and when.
• A hard human-in-the-loop approval gate - the tool drafts and identifies the audience, but a person reviews and approves the version, the effective date, and the campaign launch before anything is committed or emailed.
• Duplicate guards - one record per policy + version, and one acknowledgment per employee + version, so the same input can never be processed twice.

Who it's for

HR and compliance teams who update policies periodically and keep losing track of which version is live and who has accepted it. If you maintain a Code of Conduct, a handbook, safety or data-privacy policies, or anything that needs a paper trail of "this person accepted this exact version," this is for you.

You've got this - paste the first prompt and let the agent interview you.