Send acknowledgment requests to people

Send attestation requests to one or more people, or an entire group, directly from any published document in ClearPolicy.

Once a document is published, you can send requests to any of your people. Each recipient gets a personal email with a unique link — they don’t need an account to complete the request. You can send to individual people or an entire group at once. New requests collect an electronic signature (typed name) so people can acknowledge the policy with an audit trail.

1. Open a published document

   Go to the Documents section and select the document you want to send. Make sure the document has a published revision before continuing.

2. Click Send request

   On the document page, click Send request or Request signature to open the request form.

3. Select people or a group

   Search for and select one or more people, or choose an entire Group to send to all of its members at once.

4. Add a recipient message (optional)

   Use the Message to Recipient field to include a personal note with the request. This message appears in the email your recipients receive and on the attestation page where they complete the request.

   For example, you might write: “Please review and acknowledge this policy before your next shift.”

   If you are sending from a group that has a default recipient message, the field is pre-filled with that message. You can edit it before sending or clear it entirely.

5. Send the requests

   Click Send. Each selected person receives a personal email containing a unique link to their attestation page. Links are individual — each recipient has their own private URL.

Add a recipient message

A recipient message is an optional note that you can include when sending a request. It gives your recipients context about why they are receiving the request and what you need them to do.

Recipient messages appear in two places:

• In the email — directly in the notification email the recipient receives.
• On the attestation page — displayed as a message from your organization when the recipient opens their personal link.

You can type a message each time you send a request, or save time by setting a default recipient message on a group. When you send requests from that group, the default message is pre-filled automatically. You can still edit or remove it before sending.

To set a default recipient message on a group, open the group’s Settings (gear in the header) and fill in the Default Recipient Message field. You can also set it when you first create the group.

Default recipient messages are especially useful for groups where you send the same type of request regularly. For example, a “New Volunteers” group might always include a message like “Welcome! Please review and sign this before your first volunteer day.”

Automatic request emails

Groups have an Automatic request emails setting that sends request emails automatically whenever you add people or documents to the group. This is turned on by default when you create a new group.

When automatic request emails are on:

• Adding a person to the group — ClearPolicy creates attestation requests for every published document assigned to the group and sends the person a single email with links to all of them.
• Adding a document to the group — ClearPolicy creates attestation requests for every person in the group and sends each person an email for the newly assigned document.

This means you don’t need to manually send requests after updating a group’s membership or documents — ClearPolicy handles it for you.

Turn automatic request emails on or off

You can toggle this setting in two places:

• When creating a group — the Automatic request emails toggle appears in the group creation form. It is on by default.
• On an existing group — open the group’s Settings (gear in the header) and find the Automatic request emails toggle under the Automation section.

The group card on the Groups page shows an icon indicating whether automatic emails are on or off for each group.

Turn off automatic request emails if you want to control exactly when requests go out — for example, if you’re building a group ahead of time and plan to send all requests at once later.

Automatic request emails only apply to published documents. If a document assigned to the group doesn’t have a published revision yet, no request is created for that document until it is published and you send requests manually.

What recipients see

Recipients receive an email with a link to a public attestation page. No team member account is required. From that page, they can read the document and type their name to sign. If you included a recipient message, it appears in the email and as a highlighted note on the attestation page. After completing the request online, they can download a receipt confirming their response.

If request expiry is enabled, the email and attestation page both display the expiration deadline so the recipient knows when they need to complete the request.

People can also open the signing portal with a one-time email code to see all pending and signed requests for that address—useful when they lost an email or have several documents waiting.

You can also send requests from a person’s profile. Open a person in the People section and click Send request in the header to choose a document and send a request to that person.

Use Groups to send to many people at once without selecting them individually. Organize people into groups ahead of time to make bulk sending faster.