WordPress Plugin — Free + Pro
Did everyone read the new policy?
Policy Management is a self-hosted WordPress plugin for version-controlled policy acknowledgement tracking, with comprehension gates and audit-ready exports — no SaaS account.
Free: v1.0.0 · Pro: v1.0.0 · Requires WordPress 6.7+, PHP 8.2+
Built for teams who have to prove it.
If a regulator, insurer, or auditor can ask “did your staff read and acknowledge this policy?”, this plugin is for you.
The audit question
An audit asks: who read the updated policy, and when?
When the regulator arrives, “we emailed it to everyone” is not evidence. You need a defensible record — per person, per version, with a timestamp.
Email is not evidence
A read receipt or a thumbs-up in chat won’t stand up in an audit or an incident review.
Spreadsheets rot
Manual acknowledgement registers go stale the moment a policy changes or a new staff member joins.
No line of sight
You can’t see who’s outstanding, which version they signed, or what’s about to expire.
The free core
The complete policy acknowledgement lifecycle, free.
Publish, gate, acknowledge, and export evidence — the whole loop, self-hosted, at no cost.
Acknowledgement tracking
Configurable expiry, automatic reminders at 30/7/1 days, per-role compliance rates on a live dashboard.
Comprehension gate
Add questions from a pool, with randomised sampling and a pass mark you set. The acknowledgement button stays locked until the staff member passes.
Version-controlled documents
Every version is snapshotted and can be rolled back. The owner approves each new version from a one-click email link, and staff acknowledge the exact version they read.
Role-based visibility
Documents are gated by default. Staff outside the assigned audience cannot find or open the document.
Page gating
Lock any WordPress page until the visitor has acknowledged the required policies.
Acknowledgement campaigns
Group documents into named campaigns. Track overall completion across all documents in the pack.
Audit-ready attestation export
One-click CSV or PDF: name, role, version, SHA-256 fingerprint, timestamp.
Also free: Knowledge base hub & FAQs · Read-time & scroll-reach capture · Bulk import from Word/PDF · Branded PDF export · Read-only auditor role · Bookmarks & saved searches · Edit suggestions (opt-in).
Pro — advanced governance
Advanced governance for larger, regulated teams.
Everything in Free, plus the institutional features that show up at scale.
Accreditation readiness matrix
Every control scored green / amber / red — see the gaps before the auditor does.
16 curated framework libraries
ISO 27001, HIPAA, GDPR, NHS DSPT, NDIS and more — one-click install, mapped to your policies, with AI-assisted framework audit.
Sealed evidence packs
Hand the auditor one ZIP with a SHA-256 manifest, not a week of scrambling.
Escalation when reminders aren’t enough
Reminders are free. Pro escalates overdue acknowledgements on critical policies to the document owner, then to a nominated escalation manager.
Multi-stage approval
Route new versions through legal, then exec, then manager before they go live.
Dashboards & digests
Per-document compliance dashboard, compliance calendar, and automatic weekly or monthly manager digests.
Author from your own material
Start from a framework, upload your guidance, and generate per-control briefs in your own words — not generic boilerplate.
Built-in confidentiality gate
Confidential documents are never sent to a provider; Restricted and unclassified documents stay off by default. Always your own OpenAI or Anthropic key.
AI authoring assists
FAQ generation, comprehension questions, summaries, interlinking, and clean-up of imported drafts — including text extraction from scanned PDFs.
How it compares.
| Spreadsheets + email | Intranet / wiki | PolicyStat / PowerDMS | Policy Management (Pro) | |
|---|---|---|---|---|
| Annual cost | $0 | varies | $5K–20K | From $299 |
| Self-hosted (your data) | n/a | Sometimes | No | Yes |
| Per-version acknowledgement | Manual | No | Yes | Yes |
| Comprehension gate | No | No | Limited | Yes |
| Tamper-evident record | No | No | Varies | SHA-256 + timestamp |
| Audit-ready export | Manual | Manual | Yes | One-click |
| Per-seat fees | None | None | Often | None |
Free vs. Pro at a glance
Policy Management Pro
Pro pricing.
Extends the free plugin with the audit-readiness layer, governance cadence and privacy-safe AI. Annual licence; 30-day money-back guarantee. The founding price is 25% off RRP (first 30 orders or until 1 November 2026, whichever comes first) and locked while your subscription stays active — cancel and resubscribe and it’s gone.
Single Site
USD / year
- 1 WordPress install
- All Pro features
- 1 year updates & support
- Renews annually
Network (5 sites)
USD / year
- Up to 5 WordPress installs
- All Pro features
- 1 year updates & support
- Renews annually
Unlimited Sites
USD / year
- Unlimited installs
- All Pro features
- 1 year updates & support
- Renews annually
30-day money-back guarantee · includes 1 year of updates & support · self-hosted, no per-seat fees.
Just need a knowledge base?
Heroic KB and BetterDocs Pro charge $55–$129/yr for searchable documentation. Our free tier already does that — searchable hub, FAQ, role-aware listings. It also runs the core of what SaaS tools charge $5,000–$20,000/yr for: version-tied acknowledgement tracking with SHA-256 fingerprints and audit-ready exports. Pro ($299/yr) adds framework readiness, multi-stage approval, escalation, and sealed evidence packs. If you only need the knowledge base, take the free plugin with our compliments.
Could you build this with AI?
You could vibe-code a knowledge base in an afternoon — and honestly, our free tier already does the knowledge-base part, so you don’t even need to. The hard part is the governance layer: acknowledgement records locked to a specific document version, tamper-evident audit trails, and exports built to survive an auditor’s questions (all in the free plugin), plus the framework mapping and readiness reporting in Pro. That’s not a weekend AI build — it’s a maintained, security-monitored system that’s accountable over years, not one that works until the next WordPress security patch breaks it.
We don’t guarantee your compliance — that’s always your responsibility. We give you the infrastructure to demonstrate it, maintained so you don’t have to.
FAQ