Manage people

Add, edit, filter, and group people in ClearPolicy. Use bulk actions to nudge pending requests, archive inactive people, or update group assignments.

Use the People section to manage the people who receive document requests. A person only needs a name and email address. They do not need a ClearPolicy account.

Add a person

1. Open People

   Click People in the sidebar.

2. Click Add person

   Click Add person.

3. Enter their details

   Add the person’s name and email address. You can also add a phone number and assign groups.

4. Save the person

   Click Save. The person is ready to receive requests.

Use groups when you regularly send the same documents to the same team, department, location, or volunteer role.

Find the right people

The People page includes search, status buttons, and filters.

Filter	Use it to
Search	Find a person by name or email address.
Status buttons	Show people who are Compliant, Pending, Needs Attention, Not Started, or Failures. The Failures button appears only when at least one person has an open request that needs delivery follow-up.
Groups	Show people assigned to one or more groups.
Document statuses	Find people with specific document needs, such as pending, outdated, renewal due, or unrequested documents.
Active / archived	Switch between active and archived people.

Edit a person’s details

1. Open the person

   Click a person from the People list. ClearPolicy opens their Documents tab.

2. Go to Settings

   Click the gear in the header to open the person’s Settings.

3. Update details or groups

   Edit their name, email address, phone number, or assigned groups.

4. Save changes

   Click Save for detail changes. Group changes save after you update the group list.

Open requests keep the name and email from when they were sent. Saving a corrected email in the person’s profile does not change requests that are already out. To reach the recipient at a new address, cancel and resend the affected requests from Requests or the person’s profile.

Fix email delivery failures

When a pending request email cannot be delivered, ClearPolicy highlights the person in the Failures filter and shows a delivery follow-up alert on their profile and Settings page.

The alert tells you how many open requests need follow-up and links you to the affected requests. Other open requests for the same person can still receive reminders.

From the person’s profile:

1. Click View requests on the alert to open their request list.
2. Click Review on an affected request to see delivery details and choose Email is correct — try again or Update email address.
3. If you updated the person’s email, use Cancel and resend on the request when the new email no longer matches the address on the failed request.

ClearPolicy does not send reminders for a request while it needs delivery follow-up. See manage requests for the full workflow.

Use bulk actions

Select one or more people from the People list to show bulk actions.

• Add to group — Adds the selected people to an existing group.
• Nudge — Sends reminder emails to selected people who have pending requests.
• Archive — Moves selected active people out of active lists.
• Unarchive — Restores selected archived people to active lists.

Nudge only sends reminders to selected people who currently have pending requests.

Archive or unarchive a person

Archive someone when they no longer need active requests, but you still need to keep their history. Archived people are removed from active lists and compliance counts. Their past request and attestation records are preserved.

To archive or unarchive one person, open their Settings (gear in the header) and use the action in the danger zone. To archive or unarchive several people, select them from the People list and use the bulk action.

Delete a person

Delete is available from the person’s Settings (gear in the header) when ClearPolicy can safely remove the person. If the person has request history, archive them instead so your audit history stays intact.

Deleting a person removes their record. Archiving is usually the better choice when you need to keep a record of past requests or completions.