Read-and-Sign Policy Acknowledgment Tracker

The problem this kills

You pushed out the updated safety policy three weeks ago. Half the team swears they never saw it. Two people read the old version. Someone forwarded it to a contractor who isn't even on the list. And when the auditor asks "can you prove everyone acknowledged version 4.2 by the deadline?" you're scrolling through a mess of email read-receipts and a spreadsheet you've been updating by hand.

Chasing acknowledgments by email does not scale, and it does not hold up. You can't prove who clicked, what exact wording they agreed to, or which version of the document they actually saw.

What you'll build

A small, private web app that runs the whole read-and-sign campaign for you:

• You publish a specific version of a policy or procedure.
• Everyone on your audience list gets an email with a personal link.
• They open the document, read it, and click "I have read and understood" against the exact wording you chose.
• The tool stamps the sign-off with the person, the document version, the acknowledgment text shown, and the time (and IP, for defensibility).
• Non-signers get reminded and escalated automatically - you don't lift a finger.
• When you publish a new version, everyone has to re-acknowledge.
• One click exports a clean CSV: who signed what, when.

What's inside the Implementation Plan

This plan is not a generic template. It opens by interviewing you about your business - your current rollout process, the systems and spreadsheets you already use, how your people and documents are named, your real audience sizes, your deadline and escalation rules, and the messy exceptions (leaves of absence, contractors, exemptions). It reads a short tailored spec back to you, you confirm it, and only then does it start building - so the finished tool fits how you actually work.

Inside you get:

• A step-by-step runbook you paste straight into Claude Code (an AI coding agent).
• The tailored discovery interview as the very first step.
• A data model built around your real fields and naming.
• Copy-ready prompts for each build step - the web app, the sign-off screen, the email campaign, the automatic reminders, and the CSV export.
• A "No API yet?" fallback so you can build it today by importing a Google Sheet and exporting a CSV, with no integration to your existing HR or document system.

The governance it includes (this is the point)

Acknowledgment tracking is only worth anything if it's defensible. This plan bakes that in:

• Login so only your team can use the tool.
• Row-level security so people only ever see their own organization's campaigns and data.
• A complete audit trail - who did what, and when, on every record.
• A human approval gate: the policy owner must approve the document version, the audience, and the exact acknowledgment wording before a single email goes out. Due-date extensions and exemptions also require approval.
• Duplicate guards so the same person can't be double-counted for the same document version (the dedupe key is person + document + version).

That's the difference between "I emailed everyone" and "I can prove 100% of the team acknowledged version 4.2 by the deadline."

Who it's for

HR, compliance, and ops leads who push out handbooks, safety policies, or procedure updates that everyone must read and acknowledge - and who need to prove it later. If you've ever rebuilt an acknowledgment spreadsheet by hand the night before an audit, this is for you.

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