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Set Up Policy Acknowledgment & Access Control

Set up policy acknowledgment requirements so users must review and accept important documents before accessing the platform.

Before you begin

This feature is:

  • Disabled by default
  • Enabled at the business level (via your Delightree team)

💡 Important:
Complete all setup steps before enabling this feature.
If enabled too early, users may see an empty acknowledgment screen at login.

Step 1: Enable Access Control

Work with your Delightree team to enable Access Control Policies for your brand.

Step 2: Upload Policy Documents

Upload each policy document individually.

For each document, you’ll define:

  • Document file
  • Effective date
  • Version (automatically tracked)

What to know:

  • Every upload creates a new version ID
  • Previous versions remain part of the audit history

💡 Pro tip: Only upload finalized documents, updates will trigger re-acknowledgment if configured.

Step 3: Define Who Needs to Acknowledge

Choose which users must acknowledge each policy.

You can assign by:

  • Franchisor users
  • Franchisee users
  • All users

Step 4: Set Acknowledgment Rules

Decide how strictly the policy should be enforced.

Required (Mandatory)

  • Users must accept before accessing the platform
  • If they decline → they are logged out
  • They will be prompted again on next login

Optional

  • Users can review and acknowledge without blocking access

Re-acknowledgment

  • Enable this if users must re-sign when a document is updated

💡 Pro tip: Use mandatory acknowledgment for compliance-critical policies.

Step 5: Configure the User Experience

When users log in:

  • They’ll see a policy acknowledgment modal
  • They can:
    • Review the document
    • Accept or decline

Optional setting:

  • Require users to scroll before accepting

What happens next:

  • Accept → user gains access
  • Decline (mandatory policy) → user is logged out

Step 6: Review & Launch

Before enabling the feature, confirm:

  • ✅ All documents are uploaded
  • ✅ Audience is correctly assigned
  • ✅ Mandatory vs optional is set
  • ✅ Re-acknowledgment rules are defined

💡 Important: Communicate this change to your users before enabling to avoid login disruption.

What happens after launch

For users:

  • Users with pending acknowledgments must complete them before accessing the platform

For admins:

You can track acknowledgment status across your organization.

Track & Manage Acknowledgments

Use the admin dashboard to:

  • View acknowledgment status by document
  • Filter by role or location
  • Access signed records

What’s captured:

  • User name and ID
  • Brand name and ID
  • Document ID and version
  • Timestamp (UTC)
  • IP address
  • Device metadata

Additional capabilities:

  • Download signed records
  • Share documents as needed
  • Push re-acknowledgment when policies change

💡 What to know: Signed records cannot be deleted — they are part of your audit trail.

Best Practices for Rollout

Start with a phased approach:

  • Phase 1: New users
  • Phase 2: Existing users

Communicate early:

  • Let users know they’ll see a login acknowledgment
  • Explain why it’s required

Use for high-impact policies:

Brand & operations

  • Brand standards / operations manual
  • Menu or product rollout acknowledgments (common for food brands when new items launch)
  • Customer service standards
  • Food safety & sanitation protocols

HR & workplace

  • Employee handbook (at the store level)
  • Code of conduct
  • Anti-harassment & anti-discrimination policy
  • Social media use policy
  • Dress code / appearance standards

Compliance & legal

  • OSHA / workplace safety acknowledgment
  • Allergen awareness (for QSR / food)
  • Data privacy & customer information handling
  • Cash handling & loss prevention

Franchisor → franchisee

  • Updated SOP or operations bulletin rollouts
  • Marketing & brand asset usage guidelines
  • Technology / acceptable use policy
  • Renovation & remodel requirements
  • Territory or non-compete reminders

A few patterns that work well:

  • Start where the pain is. If you're already chasing signatures on something manually, that's your first upload. You'll feel the value fast.
  • Mandatory for compliance-critical, optional for informational. Harassment, safety, data privacy → mandatory. A quarterly ops update → optional.
  • Be intentional with re-acknowledgment. Turn it on for meaningful updates, skip it for typo fixes otherwise users get fatigued and start clicking through without reading.

What happens next

Once implemented:

  • Policy acknowledgment becomes consistent and trackable
  • Compliance is centralized in one system
  • You eliminate manual tracking and external tools