Make every policy a dependable answer
Keep guidance current, control who can see it and stop outdated documents from shaping support.
The challenge
A colleague asks which policy applies, but several versions exist and nobody knows which one the support guidance is using.
What good looks like
Keep every policy current, clearly controlled and available only to the people who should see it.
View how to
Add and maintain policies
Go to Operations and select the Policy Library to see all live policies. Upload a new policy from another source or create one directly, then set a review reminder.
Choose who can see each policy
Set access for the policy. You can make it visible to potential candidates, switch that visibility off or restrict access by role.
Review policies and support answers
Change a policy’s status to Needs Review, then select Manage to review it. Once it is ready, move it back to Active. In Manage, choose whether the document should appear in HR support searches and be used to answer questions.
Read and search transcript
In Zizzy, you can click this button anytime you need help or support. From here, you can request HR support.
To make sure the guidance you receive is accurate, this tool needs to pull information from the right sources. To set this up, head to Operations and select the Policy Library.
Here, you can see all your live policies and upload a new one whenever you need to. You can add a file from another source or create one directly, set review reminders, and choose who can access it.
For example, you might want a policy to be visible to potential candidates. You can easily switch this on or off and restrict access by role if needed.
In the Policies list, you can also choose each policy's status. If a policy needs reviewing, simply move it to the Needs Review section.
Select Manage to review the policy here. Once you are happy with it, you can move it back to Active.
In the Manage section, you can also decide whether the document should appear in searches within the HR support tool. Switching this on or off controls whether the support tool can use that document to answer questions.
This helps keep information in Zizzy up to date while giving you control over who sees what and when. If a policy changes, you don't need to worry about anyone receiving outdated information.
Just update it here and you can feel confident that everyone across the whole organization has the right information.
The real risk is a plausible wrong answer
A policy does not have to disappear to cause trouble. It can sit in three folders, each copy looking official, while managers repeat the version they last saw. When someone asks about parental leave, expenses or conduct, a quick answer feels helpful. If it comes from an old document, the certainty makes the mistake harder to spot.
This happens when publication is treated as the finish line. In practice, every policy has a working life. Circumstances change, wording needs review and different audiences need different access. A document suitable for employees may not belong in front of candidates. A draft under review should not shape an HR answer at all.
The cost is more than untidy storage. People act on inconsistent guidance, managers improvise and HR must unwind decisions after the event. The aim is not a larger archive. It is one dependable source with an obvious current version.
Separate status, access and use
A calmer policy process makes three distinct decisions. Is this policy current? Who should be allowed to see it? Should it be used when answering people’s questions? Treating these as one decision creates gaps. A policy can be approved but restricted to particular roles. Another may be public enough for potential candidates. One being reviewed may still need careful handling rather than silent deletion.
This separation also makes review meaningful. Moving a document out of active use should signal that someone is checking it, not that it has vanished into a forgotten folder. Once the wording is agreed, it can return as the recognised policy rather than becoming one more attachment in circulation.
Keep the routine simple: review deliberately, decide access consciously and retire uncertainty quickly. People rarely care how the library is organised. They care that the answer they receive is fair, current and consistent with the answer given to everyone else.
Make the trusted source usable
A policy library only works when it is easier to maintain than the workarounds. If updating the official copy is cumbersome, people will save local versions and send attachments. If access is too broad, sensitive guidance travels further than intended. If it is too narrow, managers fill the silence themselves.
Zizzy brings these decisions together. Live policies sit in the Policy Library, where a document can be added from another source or created directly. Review reminders help prompt attention, while access can be opened to potential candidates or restricted by role. A policy that needs work can be marked as needing review, then returned to active status once it is ready.
Crucially, the team can also decide whether each document should appear in searches used by the HR support tool. That means guidance under review does not have to keep influencing answers. When a policy changes, the source can be updated rather than another competing copy being circulated. The practical result is modest but important: fewer confident answers built on yesterday’s rules.
Seen how it works
Now see it with your own setup.
Bring this exact question to a 30 minute walkthrough and we will show you how Zizzy handles it.