Policy Management Last updated: 14 March 2026 · 4 min read

Tracking Acknowledgements & Completion Rates

Once a distribution is sent, PolicySuite gives you real-time visibility into who has acknowledged, who hasn't, and the evidence you need for an audit. This article explains how to read the Distributions dashboard, drill into individual status, export records, and act on non-completers.

The Distributions dashboard

Navigate to Distributions in the left sidebar to see a list of every distribution your organisation has sent. Each row shows:

Completion percentage — the proportion of recipients who have acknowledged, updated in real time.
Acknowledged / Outstanding — exact counts so you know how many employees remain.
Days since distribution — useful for judging whether a distribution needs active follow-up.
Policy name and version — confirms which version was distributed, important when policies are updated after distribution.

Drilling down to individual status

Click any distribution to open the detail view. You will see a table of every recipient with their current status:

Acknowledged — shows the exact date and time of acknowledgement.
Pending — has not yet acknowledged; reminder status is shown alongside.
Link expired — the magic link expired before the employee used it; use the Resend Link option to issue a new one.

If a training quiz was attached to the policy, the detail view also shows each employee's quiz score and the number of attempts used.

Filtering and exporting

Use the filter controls above the recipients table to narrow the view by department, acknowledgement status, or date range. This is useful when following up with a specific team or reviewing a particular time period.

To export, click Export CSV in the top-right corner of the distribution detail view. The export includes all recipients in the current filter — acknowledged and outstanding. For a full audit export covering multiple distributions, use the filter on the main Distributions list to select the relevant policies, then export from there.

What counts as acknowledged

An acknowledgement is only recorded when the employee completes all of the following steps:

Opens their unique magic link.
Scrolls through the full policy text (or passes the training quiz if one is attached to the distribution).
Clicks the Acknowledge button at the bottom of the page.

Simply opening the link does not count. This ensures acknowledgement records reflect genuine engagement with the policy content.

Audit-quality evidence

Each acknowledgement record stored by PolicySuite contains the following fields:

Employee name and email address
Policy title and version number
Date and time of acknowledgement (UTC)
IP address of the device used

These are the exact data points most auditors and regulators request when verifying policy compliance. The records are immutable — once written, they cannot be edited or deleted — and are retained in accordance with your data retention settings.

Tip: Export acknowledgement records before any audit — the export includes all the fields auditors typically request: name, email, policy title, version, and date. Keep exports for at least 6 years to satisfy most regulatory retention requirements.

Acting on non-completers

The recipients table in the distribution detail view can be filtered to show only employees with a Pending status. From this view you can:

Resend a fresh magic link to an individual employee.
See which automated reminders have already been sent and when the next is scheduled.
Identify employees whose links have expired and need a manual resend.

For automated follow-up, see the article on setting up reminder schedules below. For persistent non-completers, the Day 10 manager notification is typically the most effective escalation step.

Still need help?

Email our support team at support@policy-suite.com — we typically respond within 24 hours.