Contacts and groups in ClearPolicy

Documentation Index

Fetch the complete documentation index at: https://docs.clearpolicy.app/llms.txt

Use this file to discover all available pages before exploring further.

Contacts — called people in ClearPolicy — are the recipients of your attestation requests. They are the individuals you need to acknowledge or sign your documents. Groups let you organize people into reusable collections so you can assign documents and send requests to entire teams or departments at once.

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People

Each person in ClearPolicy has:

• Name — their full name, used in requests and receipts.
• Email — where attestation request emails are delivered.
• Phone (optional) — stored for reference.

People do not need to create an account or log in. They receive a personal link by email and complete the request directly in their browser.

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Source tracking

ClearPolicy tracks where each contact came from, so you always know how they were added:

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Groups

A group is a named, reusable collection of people. Groups give you a single place to define a set of recipients — by team, department, role, location, or any other criteria — and then reference that group across multiple documents. Each group has:

• Name — a short label that identifies the group (for example, “All Staff” or “Volunteer Drivers”).
• Description (optional) — a longer note that explains the purpose of the group. The description appears on the group card so your team can quickly understand who belongs in the group and why it exists.
• Default recipient message (optional) — a message template that is automatically pre-filled when you send requests from this group. You can still edit the message before sending each request. See recipient messages for details.
• Automatic request emails — a toggle that controls whether ClearPolicy automatically sends request emails when you add people or documents to the group. Enabled by default on new groups. See automatic request emails for details.
• Group Managers (optional) — team members assigned to oversee compliance for this group.

What you can do with groups:

• Assign documents — link one or more documents to a group so the group’s members are the intended audience.
• Send requests in bulk — send attestation requests to all members of a group with a single action, rather than adding people one by one.
• Automate request emails — with automatic request emails turned on, ClearPolicy sends requests as soon as you add people or documents to the group, so you don’t have to send them manually.
• Filter members by compliance status — on the group’s People tab, filter members by their compliance status to quickly find who needs follow-up. See filtering group members by status below.
• Filter compliance views — use groups to filter the document compliance view and scope compliance reports to a specific subset of your contacts.
• Manage membership — add or remove people from a group at any time without affecting documents or past requests.
• Assign Group Managers — give specific team members access to the group without giving them organization-wide access.

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Group Managers

A Group Manager is a team member who can oversee compliance for assigned groups. This role is useful when someone is responsible for a specific department, team, location, or volunteer group, but should not manage the whole organization. Group Managers can:

• View the groups assigned to them.
• Review compliance progress inside those groups.
• Send missing requests for the group’s assigned documents and people.
• Send reminders and view activity for requests inside those groups.

Group Managers cannot see unassigned groups. They also cannot manage organization settings, billing, team members, reports, the full people list, or the full documents list. To assign Group Managers, open the group, go to Settings, and choose the team members who should oversee the group. You can also assign groups from Settings > Members when inviting or editing a Group Manager.

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Filter group members by status

When you open a group’s People tab, you can filter the member list by compliance status. Each status button shows a count so you can see at a glance how many members fall into each category: Select a status to narrow the list to only people in that category. Select it again to clear the filter and show all group members.

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Compliance progress within groups

Both the Documents tab and the People tab on a group show color-coded compliance progress bars — the same style used on the main documents and people lists, but scoped to the group’s members and documents.

• On the Documents tab, each document card shows how many group members have completed the latest revision.
• On the People tab, each member card shows how many of the group’s documents that person has completed.

These progress bars let you monitor compliance for a specific team or department without leaving the group page. For details on how to read them, see tracking compliance in groups.

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Viewing a member’s document details

On the group’s People tab, click any member’s row to expand it inline and see a per-document breakdown of their compliance. The expanded view shows:

• Document name and status badge — whether the document has been completed, is pending, or still needs to be sent.
• Completed date — when the person finished the document, if applicable.
• Request timing — when the request was sent or last reminded, so you can tell at a glance how long a request has been outstanding.
• Quick actions — send a request, nudge a reminder, or view the full activity history without leaving the group page.

Click the row again to collapse it. Only one member’s details are shown at a time, so expanding a different member automatically closes the previous one.