Roll out a policy for acknowledgment
Ask everyone to read a document and record who confirmed it, and when
An acknowledgment campaign asks every active employee to read one workspace document and records, with a timestamp, who has.
This is acknowledgment capture, not a legal signature. SquadBear records that a specific person typed their name against a specific document — identified by its fingerprint — at a specific time. That's solid evidence for an internal policy rollout or an audit trail, but it is not a qualified electronic signature under eIDAS or any equivalent regime, and nothing in the product claims otherwise.
How
- Upload the policy under People → Company documents with category Policy — a campaign can only pin a workspace-level document filed that way. You can also skip this step and upload the document straight from the New-campaign modal (below).
- Go to People → Acknowledgments (admin only) and click New campaign. Pick an existing policy document, or use Upload a new policy document in the modal to add one on the spot — it's stored as a workspace policy document and selected automatically. Add an optional title (defaults to the file name) and an optional due date.
- Announcements go out automatically, within minutes, to every active employee — a "Review & sign" task appears on their dashboard, plus an email (subject to your plan's daily email quota and each person's notification preferences). If the announcement job runs again later (a new hire joins, an earlier run got interrupted), people already notified for this campaign are never notified a second time.
- With a due date set, unsigned people get a reminder 1, 3 and 7 days past due, then weekly, for up to 30 days past due — bundled with any other overdue tasks into one daily reminder, never one email per document. Campaigns without a due date are never nudged — the dashboard task is their only reminder.
- Track progress from the campaign row (signed / audience count) or Details, which lists who's signed and who's still outstanding.
- Close the campaign when you're done: signing stops immediately, and the signatures collected so far stand as evidence. Closing is terminal — there's no reopening.
On the employee side, a pending acknowledgment shows on the dashboard's My Tasks card. Review & sign downloads the document, then asks for a typed full name — confirming it records that name, a timestamp, and the document's fingerprint against your account.
An agent can only sign on your behalf if you've explicitly granted it that permission — acknowledging is its own dedicated scope, never bundled with any broader grant, because it's a consent act rather than a routine read or write.
Worked example
Marta updates Northlake's remote-work policy, uploads it under Company documents as
Remote Work Policy v2.pdf (category Policy), and starts a campaign titled "Remote
Work Policy 2026" with a two-week due date. All 15 people get a dashboard task within
minutes. Aleksandra reviews it and signs that afternoon; two weeks later, anyone who
still hasn't gets reminders on a tapering schedule (1, 3 and 7 days overdue, then
weekly) until they sign — or 30 days pass.