As an administrator or editor, you can add a wide range of documents to your organisation’s Policies & Procedures list- whether that’s policies, reference sheets, procedures, escalation processes, or other important content. Trail EVO makes it easy to get your materials in front of the right people.
Accessing the Module
You’ll find Policies & Procedures in your EVO menu under the Products list. From here, you can switch easily between Trail and the module.
Organising Documents
Documents are categorised by policy type, which helps you:
Group similar documents
Assign documents to specific teams or departments
Admins can create new policy types via ⚙️ Policy Settings.
You can create a policy type without assigning it to a Member Group. This allows you to categorise documents while still making them accessible to all staff members.
However, if you want to restrict access to specific team members, you should assign the relevant Member Groups to the policy type. This ensures that only those groups can view documents associated with it.
Creating Groups
To create a group, Click your profile name in the top-right of your EVO workspace. Select Groups.
For example, you might have documents intended only for your Operations team, or perhaps just for the Food & Beverage department- which could include both your Ops and Kitchen groups.
Click + Add Group and choose:
Basic Group – manually add users
Smart Group – filter users by tags
Tags can be managed via the Members app.
Adding a New Document
Head to Policy Management and click + New Policy.
Choose to either:
Create a blank policy – start from scratch and enter your content manually.
Upload a policy file – add an existing document in .docx format.
Creating a New Document
If you want to create a document from scratch:
Click the Policies icon, then go to Policy Management.
Click New Policy.
Select Create a blank policy, then enter the document name.
Choose the document type and structure template.
Click Next, then add your content by typing or pasting from another source.
(Optional) Create personalised fields by clicking Manage Personalised Fields.
(Optional) Click Preview to review the document, then click Next.
Choose whether the document needs to be read and set a due date.
Click Finish to publish.
Upload an Existing Document
If you already have a document ready to go:
Click the Policies icon, then go to Policy Management.
Click New Policy.
Select Upload Policy File, then choose your document (.docx format only).
Enter the document name and select the type.
Click Next, then enter your content.
Click Save.
(Optional) Click Preview to review the document, then click Next.
Choose whether the document needs to be read and set a due date.
Click Finish to publish.
Editing Documents
Once a document is created or uploaded, you can edit it using the built-in editor.
When you publish the document, you can set a due date for your team members to have read it.
You can also toggle the acknowledgement required setting to ensure team members confirm they’ve read it.
If a user has been granted access to the Policies & Procedures module, they will be notified that there is a new policy or procedure to read. You can view who's read overdue & unread documents in the Compliance section of the module.
Comparing policy versions
To view a previous version of a policy you can use the Compare function in Policies & Procedures:
Go to Policy Management
Find the policy you need to look at and click on View Policy using the three dots on the right hand side.
Once in the policy, click the Compare button on the right hand side.
On the left hand side you will see the current version and on the right you will see the previous version.
You can use the Policy Version dropdown to see any other previous versions.
Trail EVO gives you the flexibility to manage documentation your way, making it easier for teams to stay informed, compliant, and aligned.
Archiving Documents
You can archive policies that you no longer need, giving you control on your active content.
Unpublished policies
Unpublished policies
Unpublished policies are policies in Draft or To Review statuses.
⚠️ Warning: This action removes the policy from the system and you can't restore it.
Click policies, then click Policy Management.
On a policy with Draft of To Review status, click the three-dot menu.
Click Archive.
Published policies
If you don't want to replace your policy with a newer version, we can remove the policy for you.
⚠️Warning: When a policy is removed or archived, the compliance will be lost.
If you'd still like to remove the policy, please raise a new case online and reference the title of this article. Ensure to include the name of the policy in your case.