Track who has signed and who is pending

View completion status across documents and people, download audit trail receipts, and review the full activity history for any request.

ClearPolicy gives you several ways to track compliance: from high-level progress bars on your documents and people lists, to the organization-wide Requests page, to detailed per-document and per-person views. Use them together to get a clear picture of where things stand and who still needs to act.

Requests page

The Requests page is the best place to work through unfinished document requests across your organization. It shows each request by person and document, with filters for Outstanding, Not viewed, Viewed, Reminded, Completed, Canceled/Expired, and All.

Use this page when you want to decide what to handle next. From the list, you can send a reminder, open the request activity timeline, download a completed document, or cancel or expire a request that should no longer be completed.

For step-by-step guidance, see manage requests.

Compliance progress on the documents list

The Documents page shows each document at a glance: what version is published, whether a draft still needs work, which groups use it, and how far assigned people have come on the latest revision.

Each document card shows:

• Document name — with a short line underneath for the published version and date (for example, Version 2 and when it was published), or Not published yet if nothing is live. If the document renews on a schedule, that appears here too.
• Status — such as Published or New draft when an unpublished draft is waiting.
• Groups — badges for groups that include this document. If no groups are set, this area stays empty.
• A progress bar that fills based on the percentage of people who have completed the latest revision, plus a count like “3 of 10 people” and a percentage.

The progress bar is color-coded so you can quickly spot documents that need attention:

Color	Compliance rate	What it means
Red	Below 50%	Less than half of the assigned people have completed the latest revision. This document likely needs follow-up.
Yellow	50% to 79%	Most people are on track, but some still need to complete the document.
Green	80% or above	The document is in good shape. Most or all assigned people are up to date.

If no one is assigned to a document, the card shows “No people” instead of a progress bar.

Compliance progress on the people list

The People page shows a similar progress bar on each person’s card. This tells you how many of their assigned documents each person has completed.

Each person card shows:

• A status badge — Compliant, Pending, Needs Attention, or Not Started — based on their overall document completion.
• A progress bar that fills based on the percentage of assigned documents they have attested to.
• A count like “5 of 8 documents” showing how many are complete versus how many are assigned.

The same color thresholds apply — red below 50%, yellow between 50% and 79%, and green at 80% or above. If a person has no documents assigned, the card shows “No documents.”

Use the color-coded progress bars to quickly scan your lists and prioritize follow-ups. Red bars are the ones that need your attention first.

Document compliance view

Open any document to land on the Compliance tab (the default view). This list shows every person assigned to the document along with their current status. Use it to see at a glance who has completed the latest revision, who is pending, and who still needs follow-up.

If the document does not have a published revision yet, Compliance explains that you need to publish first — open Revisions to finish a draft and publish before tracking status here.

Add people

Use Add People on the Compliance tab to assign people to this document without sending a request. Assigned people appear on the compliance list so you can track them and send requests when you are ready. Adding people does not email them.

Filter by group

When this document is assigned to one or more groups (under the document’s Settings, via the gear in the header), a Groups filter appears above the list. Use it to show only people who belong to the selected groups.

If the document is not assigned to any groups, the Groups filter is hidden — status filters and search still work.

This is helpful when you need to check compliance for a specific team or department — for example, seeing which members of your “Volunteers” group have completed a background check policy.

Combine the group filter (when available) with the status toggle and search field to quickly find specific people. For example, filter by the “All Staff” group and the “Needs Attention” status to see which staff members need follow-up.

Person detail view

Open a person in the People section to review their compliance. ClearPolicy opens the person’s Documents tab by default — the same idea as opening a document on Compliance.

The header shows the person’s name and group memberships (or No groups). Use Send request to send a document request to this person, or the gear to open Settings for email, phone, groups, archive, and delete.

Documents tab

The Documents tab is the main place to see where a person stands. Switch between Currently Assigned and Previously Assigned. Use Print for a single-person compliance report, or Add Document to assign more documents.

Each assigned document shows:

• Document name — with a short line underneath for the published version and date, or Not published yet. If the document renews on a schedule, that appears here too.
• Status badge — for example Signed, Acknowledged, Pending signature, Outdated, Renewal due, or Unrequested, depending on how far this person is for that document.
• Last completed — when the person last finished this document, if applicable.
• Actions — what you can do next depends on status:
  • If they still need a request (or need a new one after an update or renewal), Request signature (or Send request) is the main button.
  • If a request is already open, Nudge is available to send a reminder.
  • If they are complete on the current version, Download signed document is the main button. Sending another request is available from the row menu.
  • Open the menu for activity history and other options.

Requests tab

The Requests tab shows every request that has been sent to this person, including the document name, request status, and when it was sent or completed. Delivery follow-up alerts also appear here when a request email could not be delivered. Use this tab when you need a detailed picture of what has been sent and what is still outstanding.

Group compliance view

Open a group from Groups in the sidebar to work at the team or department level. Groups open on the People tab, where you can filter members by compliance status and follow up. Use the Documents tab for progress by document within the group.

The Groups list also shows each group’s completion rate, people count, and document count so you can pick which group needs attention first.

Group Managers only see groups assigned to them. Owners and administrators can see all groups.

Compliance on the group documents tab

The group’s Documents tab works like the main documents list, but scoped to the group — progress only counts people who are members of that group.

Each document card shows:

• Document name — with version and date (or Not published yet), and renewal when it applies.
• A progress bar showing the percentage of group members who have completed the latest revision, plus a count like “5 of 12 people” and a percentage.

The same color thresholds apply — red below 50%, yellow between 50% and 79%, and green at 80% or above. If no group members are assigned to the document, the card shows “No people.”

Compliance on the group people tab

On the People tab, each member card shows a compliance progress bar that tracks how many of the group’s documents that person has completed.

Each person card shows:

• A status badge — Compliant, Pending, Needs Attention, or Not Started — based on their completion of the group’s documents.
• A progress bar showing the percentage of group documents they have completed.
• A count like “3 of 5 documents” showing how many are done versus how many are assigned through the group.

Use the status filter buttons to narrow the list by compliance status — Compliant, Pending, Needs Attention, or Not Started. Each button shows a count so you can quickly see how many members fall into each category. Click on any member’s row to expand it and see a per-document breakdown including the document status, completion date, and when the last request or reminder was sent. You can send requests, nudge reminders, or view the full activity history directly from the expanded row.

When people in the group still need requests for published documents, Send missing appears on the People tab. Use it to send those requests in bulk. Gaps on draft documents are not included until the document is published.

The group-level compliance bars let you check on a specific team or department without leaving the group page. Use them to quickly identify which documents or members need follow-up within that group.

For more details on group compliance statuses, see people and groups.

Request statuses

Status	What it means
Pending	The request was sent and the recipient has not yet completed it.
Completed	The recipient has acknowledged or signed the document.
Outdated	The request was completed, but on an older revision of the document. A new request may be needed.
Needs attention	The request requires follow-up — for example, it may have stalled or encountered an issue.

Paper on file in compliance views

Some completions are recorded by a team member as paper on file instead of completed online. Those people still count as complete for that document revision. Status badges may show a quiet Paper on file note (for example an upload indicator) so you can tell the method without treating paper as a separate compliance status.

To record paper for a pending request, see record paper on file.

Downloading a completion receipt

For requests completed online, you can download an audit trail receipt (signed document with electronic certificate). The receipt includes the recipient’s name, the document and revision they attested to, the timestamp, and additional metadata captured at the time of completion.

For paper on file completions, choose Download uploaded file to get the signed paper copy. There is no electronic certificate for paper.

Open the request row actions or the request’s activity view for the download option.

Activity history

Every request has an activity timeline that shows the full sequence of events: when the request was sent, when the recipient viewed the document, and when they completed the attestation. Open a request from the Requests page, the compliance tab, or the person’s requests tab to view the activity log.

The activity log has a print view. Use it to share or archive a clean record of the request’s history for audit or reporting purposes. In the printed version, repeated views that happen close together (within ten minutes) are combined into a single line — for example, “Viewed (3 times)” — so the printout stays easy to read.