Logging On

To log on to the Policy Track system, go to the following URL:

https://www.policytrack.co.uk/tracker

Enter your username and password and click on the blue Sign In button.

Dashboard

When you first log in you will be taken to the Dashboard. The Dashboard shows you a calendar of reminders and the most recent policies added to the system..

Adding a New Policy

There are several places you can add new policy from:

  • From the main navigation menu, click on the Policies option and then click on Add.
  • In the top header bar, click on the green Add New Policy
  • From the View All page, click on the green Add Policy button towards the top right.

Clicking on any of the above will load the Add New Policy page where you can enter the details for the new policy:

  • Policy Name – Title/Name of the policy.
  • Description – Description of the policy.
  • Document Owner – User which is designated as the policy owner.
  • Responsible Person – User who is responsible for the policy.
  • Policy Type – The Policy Type, this list can be populated from the Policy Types option.
  • Document Type – The Document Type, this list can be populated from the Document Types option.
  • Latest Version – Details of the latest policy date or version number.
  • Expiry Date – The expiry date of the policy.
  • File Location – The location where the document is stored.

Once you have entered the details, click on the blue Save button at the bottom, the policy will be saved and you will be redirected to the Policy view page.

Viewing Policies

To view policies, from the top navigation menu, click on the Policies option and click on View All.

All the active policies within the system will be shown.

To search within the current list of policies, type your search term in the Filter box at the top of the list.

To view an individual policy, click on the row in the list or on the View button, a new page will load with full details of the policy.

Policy Reminders

Reminders can be added to policies which will then send an automatic email reminder at the specified date and time.

To add a new reminder, click on the green Add New button in the Reminders section. A pop up will appear where you can enter the details of the reminder.

Policy Notes

Individual notes can be added to a policy which all users can view. To add a new note, click on the Add New button in the Notes section. A popup will appear where you can enter the note details. If the Priority box is ticked then a notice will be shown on the lead lists and at the top of the View Policy page to highlight that there is a priority note.

Archive Policies

A policy can be archived so that it is hidden from the active policies lists but is still available in the system.

To archive a lead, click on the green Archive button at the top right of the view policy page.

To un-archive a lead, click on the green Archived icon next to the title on the view policy page.

To view archived policies, click on the Policies option in the nav bar and click on the Archived option.

Editing a Policy

Policies can be edited by clicking on the orange Edit button at the top right of the view policy page.

Deleting a Policy

To delete a policy, click on the red Delete button at the top right of the view policy page. This will permanently delete the policy from the system, and it is not recoverable.

Policy Types

Policy Types can be defined by clicking on Policies on the top navigation menu, then clicking the Policy Types option.

To add a new Policy Type, click on the green Add Policy Type button at the top right. The Add Policy Type page will load, enter the name of the policy type and an optional description and then click on the blue Save button.

To edit a policy type, click on the orange Edit button next to the policy type when viewing all policy types.

To delete a policy type, click on the red Delete button next to the policy type when viewing all policy types.

Document Types

Document Types can be defined by clicking on Policies on the top navigation menu, then clicking the Document Types option.

To add a new Document Type, click on the green Add Document Type button at the top right. The Add Document Type page will load, enter the name of the document type, an optional description, select the icon and then click on the blue Save button.

To edit a policy type, click on the orange Edit button next to the policy type when viewing all policy types.

To delete a policy type, click on the red Delete button next to the policy type when viewing all policy types.

Administrators

Administrators can be added to the system to allow others to log in, add policies and manage reminders etc.

To view all administrators, click on the Administrators option in the top nav bar and then click on View Administrators. The Administrators page will load with a table showing all existing administrators.

Adding New Administrators

To add a new administrator, click on the green Add New Administrator at the top right of the administrators page. The Add New Administrator page will load where you can enter the details of the administrator:

  • Name – Full name of the administrator.
  • Email – Email address of the administrator. This is used to send notifications to.
  • Mobile – Mobile number of the administrator.
  • Password – The password the administrator will use to login.
  • Account Expires – If you want this administrator to only have access for a limited time, enter an expiry date here and they will not be able to login after this date. Leave blank for no expiry date.

Editing an Administrator

Administrators can be edited by clicking on the orange Edit button next to the administrator when viewing all administrators.

Deleting an Administrator

Administrators can be deleted by clicking on the red Delete button next to the administrator when viewing all administrators.

System Settings

To access the system settings, click on your username in the top right corner and click on Settings. The settings page contains several settings which can be changed and effect all users of the system.

  • Company Logo – Upload your company logo which will be shown ion the nav bar.
  • Company Details – Your companies contact details.
  • Policy Row Colour Rules – These rules define the colours of the policy rows depending on their expiry date.
  • Send Emails From – If you experience issues with emails being sent from the system contact support@policytrack.co.uk and you may be advised to change this setting.
  • Auto Refresh Dashboard – This defines the interval at which the Dashboard will be automatically refreshed.
  • Login Page – This defines the first page you will be directed to when logging in, this will be the Dashboard by default.
  • System Font – This sets the font used throughout the system.
  • Reset Calendar Codes – The calendar can be synchronised with an external calendar, the calendar code is unique to your account and can be reset here.

Backups

A CSV file with all leads can be downloaded by clicking on your username in the top right corner, clicking on the Backups option and then clicking on the Policies link on the page that loads.

Logging Out

To log out of the Policy Track system, click on your username in the top right corner and click on Logout.