What it does
No passwords
Employees sign in with the email address you have for them. We email them a link, and they stay signed in on that device.
Everyone added at once
Add your team from a spreadsheet, import them from payroll, or put up a QR poster and let staff sign themselves up.
One signature for the handbook
One signature covers every policy in the handbook. New hires get only what they haven’t signed.
A record that holds up
Their typed name, the email they signed in with, the time, the device and a fingerprint of the exact text, kept for every signature.
Reminders that send themselves
Reminders on day 3 and day 7. Anyone still unsigned shows on your Monday action list.
A copy for them
Employees keep a copy of everything they signed on their own page. See an employee’s page.
- Ontario law requires you to post some policies and give employees copies of others. It doesn’t require a signature, but a signed acknowledgement is how you show each person received the version in force.
- With Prodigy Suite, staff sign on their phones, and each signature is kept with the exact version they signed.
- Sign-off is in every plan.
Why a signature matters
When an inspector or an investigator asks whether a worker knew the harassment policy, “we emailed it” is hard to prove. A signature tied to the exact version, with the date, answers the question.
The Employment Standards Act also expects you to give each employee the disconnecting-from-work and electronic monitoring policies within 30 days of preparing or changing them, and new hires within 30 days of starting. A dated record shows you did.
The policies employees must receive
Written policy on disconnecting from work
Employers with 25 or more employees on January 1 need the written policy in place by March 1 that year.
What it must include
- A written policy on disconnecting from work that covers all employees
- The date the policy was prepared (day, month and year)
- The date of any changes made to the policy
ESA, Part VII.0.1, s. 21.1.2 · Official source
Written policy on electronic monitoring
Employers with 25 or more employees on January 1 need the written policy in place by March 1 that year.
What it must include
- A statement of whether the employer electronically monitors employees
- If it does, how and in what circumstances it may monitor
- The purposes for which information obtained through monitoring may be used
- The date the policy was prepared (day, month and year)
- The date of any changes made to the policy
ESA, Part XI.1, s. 41.1.1 · Official source
Workplace harassment policy and program
Every employer needs a written workplace harassment program. Once more than 5 workers regularly work at a workplace, the policy must also be in writing and posted.
What it must include
- A policy statement on workplace harassment, including workplace sexual harassment
- Coverage of harassment that happens virtually or through technology (email, chat, social media), part of the definition since October 28, 2024
- How workers report incidents to the employer or supervisor, naming who to report to
- Someone else to report to if the employer or supervisor is the alleged harasser
- How incidents and complaints will be investigated and dealt with
- How information will be kept confidential, except where disclosure is needed to investigate, take corrective action or is required by law
- How the worker who complained and the alleged harasser will be told the results of the investigation and any corrective action
OHSA, s. 1(1) "workplace harassment"; ss. 32.0.1, 32.0.6, 32.0.7 · Official source
From the same rules the free audit checks, last reviewed October 13, 2026. See every requirement by size.
How it works
- Add your team from a spreadsheet or payroll export, or put up the QR poster.
- Send the handbook or a single policy.
- Each person signs in with their email and signs on their phone.
- Watch the list fill in. Reminders go out on their own.
Common questions
Do employees have to sign workplace policies in Ontario?
No law requires a signature. The law requires some policies to be posted and others to be given to employees within set times. A signed, dated acknowledgement is the simplest proof that each person received them.
What does an employee need to sign?
An email address. They sign in with it (no password: we email a link) on any phone or computer.
Can employees see what they signed later?
Yes. Everything they signed stays on their own page, with the date.
Sources
- Ontario: Written policy on disconnecting from work
- Ontario: Written policy on electronic monitoring of employees
- Ontario: Posters and materials required in the workplace
This page summarizes Ontario’s rules as of October 13, 2026 for general information. It isn’t legal advice, and Prodigy Suite isn’t a law firm. Each rule links to the official source; for a specific situation, speak to an Ontario employment lawyer.
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