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Policies and handbookEvery policy Ontario requires, drafted for your business
Pick the policies, confirm a few details, and get drafts written for your business in about two minutes. Each is checked against what the law says it must include, then combined into one handbook your staff sign on their phones.
What it does
Every required policy
Health and safety, workplace violence, workplace harassment, accessible customer service, disconnecting from work and electronic monitoring, and a human rights policy.
Checked against the law
Each draft is checked against the elements the Act lists for that policy, and against Employment Standards minimums, so it never promises less than the law gives.
Adopted with your name
Adopt each policy with your name. Every version and every change is dated and kept, as the Employment Standards Act asks of the disconnecting and monitoring policies.
One handbook
One combined employee handbook in Word or PDF, ready to send for sign-off. One signature covers every policy in it.
Ask while you edit
Ask Prodigy whether a line is required. It answers with the section of the law it comes from, and suggests the change.
A policy for one site
When a location has its own rules, give it its own policy. Sign-offs are tracked by location.
- Ontario requires some policies of every employer (workplace violence, workplace harassment, accessible customer service) and more as you grow: written, posted health and safety policies above 5 workers at a workplace, and disconnecting and monitoring policies from 25 employees.
- Prodigy Suite drafts each one for your business, checks it against the elements the law lists, and keeps every version.
- Drafting and the handbook are in every plan, and work during the 7-day free trial.
The policies Ontario requires, and when
Workplace violence policy and program
Every employer needs a workplace violence policy and program. Once more than 5 workers regularly work at a workplace, the policy must be in writing and posted there.
What it must include
- A policy statement on workplace violence
- Measures and procedures to control the risks of violence identified in a risk assessment
- How to summon immediate assistance when violence occurs or is likely to occur
- How workers report incidents or threats of violence to the employer or supervisor
- How the employer will investigate and deal with incidents, complaints and threats of violence
OHSA, ss. 32.0.1–32.0.5 · 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
Accessible customer service policy
Every business with at least one employee in Ontario.
What it must include
- A policy on providing goods and services to people with disabilities
- The use of assistive devices, service animals and support persons
- Notice to the public of temporary disruptions to facilities or services people with disabilities rely on
- How people can give feedback about accessibility and how the business will respond
- Training staff on accessible customer service
O. Reg. 191/11 (Integrated Accessibility Standards), Part IV.2 · Official source
Occupational health and safety policy
Required in writing, and posted, where more than 5 workers regularly work. Recommended below that.
What it must include
- A written statement of the employer's occupational health and safety policy
- A commitment to a program that puts the policy into practice
- A note that the policy is reviewed at least once a year
OHSA, R.S.O. 1990, c. O.1, s. 25(2)(j) and (4) · Official source
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
Accessibility policies, statement of commitment and multi-year plan
Businesses with 50 or more employees in Ontario need written accessibility policies and a multi-year accessibility plan, made public.
What it must include
- A statement of organizational commitment to meeting the accessibility needs of people with disabilities
- Written accessibility policies, made public and available in an accessible format on request
- A multi-year accessibility plan, posted on the website if there is one and reviewed at least every 5 years
O. Reg. 191/11, ss. 3–4 · Official source
From the same rules the free audit checks, last reviewed October 13, 2026. See every requirement by size.
How it works
- Tell Prodigy Suite your headcount, locations and industry, or give the set-up assistant your website and let it fill in what it can.
- Pick the policies. Those required at your size are marked, with the law behind each.
- Review each draft, ask about any line, and adopt it with your name.
- Send the handbook. Staff sign on their phones, and reminders go out on day 3 and day 7.
Common questions
Does Ontario require an employee handbook?
No law requires a document called a handbook. The law requires certain policies, depending on your size, and says how employees must get them. A handbook gives everyone every policy at once, with one signature.
Are the drafts legal advice?
No. Prodigy Suite isn’t a law firm. Drafts are checked against the elements the law lists for each policy and against Employment Standards minimums, and each requirement links to its source. Every draft suggests having an employment lawyer review it before you adopt it.
How often do Ontario workplace policies need reviewing?
The health and safety, workplace violence and workplace harassment policies at least once a year. Prodigy Suite puts each review on your action list when it’s due.
Can I check the handbook I already have?
Yes. The free audit reads a handbook in PDF or Word and reports what’s missing or below an Employment Standards minimum.
Sources
- Ontario: Understand the law on workplace violence and harassment
- 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.
See what applies to your business
Answer a few questions and get every Ontario requirement for your size, with the law behind each one. Free, no card.