Policies in iCareNZ are fully version-controlled and support staff acknowledgement workflows. This guide walks you through the complete policy lifecycle from creation to publication.
Good to know
You'll need manager-level or compliance officer access to create and publish policies. Contact your facility administrator if you need these permissions.
Creating a New Policy
1
Navigate to Policies
From your manager dashboard, click "Policies" in the sidebar. Click "Create Policy" to open the policy editor. Choose a title, category (Clinical, Medication, Health & Safety, HR, etc.), and policy type.
Screenshot: Policy creation form with category selector
2
Write Policy Content
Write the policy content directly in the rich text editor, or upload an existing document (PDF or Word). The editor supports headings, lists, tables, and embedded images. Use the policy template library for common policy types.
Screenshot: Policy editor with formatting toolbar
Tip: Use the "Compare with Previous Version" feature to see exactly what changed when updating an existing policy.
Setting Effective and Review Dates
3
Configure Dates
Every policy needs an effective date (when it comes into force) and a review date (when it must be reviewed). The system will send automatic reminders as the review date approaches — typically 30 days, 14 days, and 7 days before.
Screenshot: Date configuration with review reminders
Compliance Note
Under NZS 8134:2021, policies must be reviewed at least annually. The system tracks overdue reviews and flags them on the compliance dashboard.
Publishing
4
Publish the Policy
Once the policy is ready, click "Publish." This makes it visible to all staff. If acknowledgement is required, staff will receive a notification to read and acknowledge the policy. You can track acknowledgement status in real-time.
Screenshot: Publish button and acknowledgement settings
Best Practice
Set a minimum acknowledgement deadline of 7 days. For critical policy changes, consider sending a separate notification via the staff messaging feature.
Version Management
5
Manage Versions
When updating a published policy, the system creates a new version. Previous versions are preserved in the audit trail. Staff must re-acknowledge if the policy content has changed. You can view version history and compare changes at any time.
Screenshot: Version history with comparison view
Policy dashboard with acknowledgement tracking
Figure 1: Policy management dashboard showing version history and staff acknowledgement status
Frequently Asked Questions
Yes. Policies remain in "Draft" status until you click Publish. You can save and edit drafts at any time. Only published policies are visible to staff.
If the policy content changes, all previous acknowledgements are voided. Staff must re-acknowledge the new version. The system tracks both the original and re-acknowledgement dates.
Yes. Open the policy and click the "Acknowledgements" tab. You'll see a list of all staff with their acknowledgement status. You can send reminder notifications to those who haven't acknowledged.
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