In the fast-paced world of human resources (HR), ensuring that every employee receives and acknowledges company policies can be daunting. When routine tasks like sending multiple policy documents to your entire organization are manual, they become even more time-consuming. 

From updates to employee handbooks to new safety protocols, timely and efficient policy distribution is essential for your team. 

Did you know the average HR professional spends an estimated 40-to-60% of their time on compliance and administrative tasks, according to HR Service Inc1?

Leveraging templates can help automate company-wide updates and give you more time back in your day. This is where PandaDoc’s Bulk Send feature comes in, providing HR professionals with a powerful tool to streamline policy distribution. 

Bulk Send helps eliminate time-consuming, manual, repetitive work by allowing you to prepare information in one step, personalize each document to its recipient without doing so one by one, and send to all recipients at once.

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Let’s dive into how you can start sharing policies, customizing documents, tracking acknowledgments, and maintaining compliance in less time with PandaDoc. 

Creating a bulk send from any document template 

WIth PandaDoc’s Bulk Send feature, you can easily distribute any policy document to up to 1,000 employees at once, directly from your preferred template. Here’s how to get started:

  1. First, access Bulk Send from one of two places. On the home page, head to the left sidebar, and click Create new. Or, click Documents in the sidebar menu then and select Bulk Send from the +Documents dropdown.
  2. Prepare your template or document and add variables, which will allow you to personalize it for each recipient. Select a text block where you’d like to add a variable. 
  3. Then type a square opening bracket (“[”) and choose or type a variable and press Enter. If you need the same variable to appear elsewhere in your template or document, click the Copy icon to copy the variable name and paste it where you need it.

Customizing documents for each employee 

PandaDoc also makes it easy to personalize each document while maintaining consistency. Start by setting up your recipient list via preparing a .csv with your recipients’ information. To do this, you have two options: 

  1. Download a blank .csv based on your template and fill it out with your recipients’ data. The .csv file will include everything you need to upload your recipient data to PandaDoc, including the document title and your intended email message.
  2. Or, use your own .csv from your ATS or HRIS (like Greenhouse or BambooHR). Use the first row of the file to specify the exact variables to populate within your document.

Make sure to include and fill the Email variable for every recipient. You can include as many as 1,000 recipients within your .csv.

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Then, upload your .csv file. You can drag and drop or choose your file from your device. You can also import from Google Drive, Dropbox, Box, or OneDrive.  

Reviewing warnings and errors

After processing your .csv file, PandaDoc will use color-coding to show you any errors and blank spots. For instance, red highlights indicate errors, which relate to missing or invalid email addresses. You must correct these in the .csv before proceeding.

Yellow highlights indicate warnings, which relate to unfilled variables. You can proceed to sending with warnings, but unfilled variables will appear as blanks in the sent documents.

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Make any changes, and then reupload the file. You’re now ready to send — and to immediately start tracking progress and leveraging real-time notifications.

Tracking and insights in real time

Once your bulk send is complete, you can start receiving real-time notifications and use PandaDoc’s reporting tools for a comprehensive overview of the delivery and recipient activity.

Access PandaDoc’s analytics by opening any sent, viewed, or completed document. Then, select Analytics on the top right of your screen. 

From there, you can explore the following metrics: 

  • Individual engagement: Click on any given recipient’s name to explore their individual engagement with your document. You can also track every recipients’ actions, including view count, total time spent, last view, .pdf downloads, and clicks.

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Understanding the engagement of your documents can help confirm that all employees are aware of new policy updates or changes within your company. 

  • Page performance: Explore page-by-page analytics to evaluate efficacy and modify your content to improve performance. Are employees spending more time on some pages than others? Are there additional elements you could include to increase engagement? 

Metrics like percentage of time spent on each page, time spent per page, view count, and last viewed will help you gain some of these insights.

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Once you’ve analyzed your recipient activity, you can maintain compliance and simplify your record-keeping by automating how you store signed policies within PandaDoc, your own HR software (like BambooHR), or your preferred cloud storage. Let’s take a look. 

Organizing records

Maintaining a robust document retention policy is crucial for business transparency and security. With PandaDoc, you can centralize employee records in one convenient location, ensuring fast digital access, advanced search capabilities, activity tracking, and real-time notifications.

As you organize your records, consider legal requirements, industry standards, and the nature of each document. Laws and regulations, from OSHA to FSLA, govern how businesses should handle and dispose of documents. PandaDoc makes compliance easy by allowing you to:

  • Scan, convert, and organize all existing paper records into digital formats.
  • Convert documents into editable forms between .pdf to Word, .pdf to Excel, and Word to .pdf.
  • Find past policies and agreements quickly by leveraging smart search.
  • Organize files into folders by employee name or calendar year with drag and drop. 

Scaling your policy distribution strategy 

Efficient policy distribution is a cornerstone of HR management. PandaDoc’s Bulk Send feature offers a powerful solution for HR professionals, enabling them to distribute policies quickly, customize documents for each employee, track acknowledgments in real time, and easily maintain compliance. By leveraging this tool, HR teams can save time, increase employee engagement, and ensure that all employees acknowledge important policies.

Ready to streamline your policy distribution process and enhance employee engagement? Sign up for PandaDoc’s Bulk Send feature today and transform the way you manage HR documents.