Quick Start Guide
Get up and running with Yocopo in minutes. Follow these steps to set up your organization, create your first policy, and start tracking acknowledgments.
Set up your organization
After signing up, head to Settings to configure your organization. Here you can:
- Set your organization name and upload a logo (appears on exported documents)
- Choose a document prefix for automatic policy numbering (e.g. "ACME" gives you ACME-001, ACME-002...)
Invite your team
Go to Team to add your colleagues by email. Yocopo has three roles:
User
Can view published policies and submit acknowledgments.
Editor
Can draft and edit policies when assigned as an owner or reviewer.
Admin
Full access to all settings, policies, reports, and team management.
You can also create groups to organize users by department or function. Groups make it easy to assign policy ownership and acknowledgments to many people at once.
Create your first policy
Navigate to Policies and click New Policy. You'll need to set:
- Policy name and type (e.g. IT, HR, Security) to keep things organized
- Owners — the people (or groups) responsible for approving this policy
- Reviewers — editors who can draft and submit changes
- Review cycle (annual, quarterly, monthly, or custom) so you never forget to revisit it
- Approval mode — single approval (one owner can publish) or unanimous (all assigned owners must agree)
Already have policies in Word format? You can import a .docx file to use as your starting content instead of writing from scratch.
Write your policy content
Open your new policy and create a draft version. The rich text editor supports everything you'd expect — headings, lists, bold, italic, images, and more. You can also paste content directly from Word, Google Docs, or other document formats and the formatting will be preserved.
When you're happy with the content, it's time to submit for approval.
Submit for approval
When your draft is ready, click Submit for Approval. You'll be asked to write a brief change log describing what changed (or what's new for a first version).
Policy owners will see the submission in their Approval Queue on the dashboard, along with a diff view highlighting exactly what changed. They can then:
Approve
Choose a major or minor version bump, and the policy is published to the organization.
Reject
Provide a reason and send it back for revisions. The editor can update and resubmit.
Track acknowledgments
Once a policy is published, Yocopo can automatically request acknowledgments from your team. You can configure when acknowledgments are triggered:
- Every publish — automatically when a new version goes live
- None — acknowledgments are not requested automatically; useful for internal-only or reference documents
When users acknowledge a policy, they see a diff view showing only what changed since they last read it — no need to re-read the entire document.
Check progress anytime under Reports. You'll find a per-policy acknowledgment matrix, per-user status, and a full organization-wide audit log — everything you need for compliance evidence.
Key concepts
Policy Lifecycle
Every policy flows through: Draft → Review → Approval → Published. Policies can be archived when no longer needed, and the full history is always preserved.
Smart Diffs
Whenever a policy is updated, Yocopo highlights exactly what changed between versions. Approvers, reviewers, and acknowledgers all benefit from seeing only the differences.
Review Cycles
Set a recurring schedule so policies are reviewed regularly. When a review is due, owners can either publish updates or confirm the policy is still valid with a no-change review.
Delegated Ownership
Assign policy ownership to department heads or subject matter experts. Owners control approvals for their policies, keeping the right people in charge.