How-To Guide: Managing the Governa Policies Section

Policies

13 November 2025

📜 How-To Guide: The Policies Section

This section is your central repository for managing all of your organization's policies and procedures. This is where you upload, view, and link your policies to the specific compliance standards they help you meet.

1. How to Access the Policies Section

Step 1: On the left-hand navigation bar, find and click on the "Policies" link. It has an icon of a shield with a star next to it.

2. How to Navigate the Main Policies Page

This page gives you a complete overview of all policies in the system.

To View All Policies:
- The main part of the screen is a table listing all your policies. You can see:

NAME: The title of the policy (e.g., "Effective Governance and Accountability in Aged Care Services").
STANDARDS: Which standard(s) the policy is linked to (e.g., "The Organisation"). A "+1" indicates it's linked to one more standard.
OUTCOMES: Which specific outcome(s) the policy supports (e.g., "2.3"). A "+1" indicates it's linked to one more outcome.
TYPE: The policy type, such as "Custom".
STATUS: The current status of the policy (e.g., "Approved").
LAST EDITED: The date the policy was last modified.
To Filter by Facility:
- At the top right, click the "Filter by:" dropdown (which defaults to "All - Organization").

Select a specific facility from the list to see only the policies that apply to that location.
To Search for a Policy:
- Use the search bar at the top left that says, "Search by policy name".
- Type the name of a policy, and the list will filter as you type.

To Manage an Existing Policy:
- To the far right of any policy in the list, click the three-dot icon (⋮) to open a menu with options like ""Delete".

3. How to Create a New Custom Policy

This process allows you to upload a new policy document into the Governa system.

Step 1: Open the Create Policy Window
- In the top-right corner, click the purple "+ Create Custom Policy" button.

This will open the "Create Custom Policy" pop-up window.

Step 2: Select the Scope

Under "Please select an option", choose where this policy applies:
- Organization: Select this if the policy is for the entire company (this is the default).
- Specific Facility: Select this if the policy is for one location only.
Step 3: Choose the Upload Method

Under "Policy Upload", select your method:
- Single Policy Upload: Choose this to upload one document (this is the default).
- Bulk Policy Upload: Choose this if you have multiple policy documents to upload at once.
Step 4: Fill in the Policy Details
- Policy Title *: (This is required) Give your policy a clear, official title (e.g., "Infection Control and Prevention Policy").

Step 5: Upload the Policy Document

Under "Policy Document *", click the "Browse Document" button.
Select the file from your computer. The system supports PDF, DOCX, Images, and CSV files up to 25MB.
Step 6: Choose the Mapping Type
- At the bottom, under "Select the type", you have two options. This "mapping" links your policy to the standards and outcomes it proves you are meeting.

Upload Policy: This is the standard option. After uploading, you will likely need to manually link this policy to the relevant standards and outcomes.
Upload & Map with AI: This is an advanced feature. The system's AI will read your policy document and automatically suggest which standards and outcomes it relates to, saving you time.
Step 7: Finalize the Upload
- Click the purple "Submit" button to upload the policy.

More How To Guides

Assurance

This guide explains how to use the Assurance module to manage hazards, report incidents and oversee organisational risks. It outlines each sub-section with simple, clear steps to support stronger safety, compliance and governance.

Evidence

This guide explains how to use the Evidence section in Governa to upload, organise, and map compliance documents. It walks through each step, from selecting the scope and upload method to setting sensitivity levels and choosing between manual or AI-powered mapping. The summary helps readers understand how evidence supports compliance and creates a clear, auditable record for assessors and auditors.

Facilities

The Facilities Section is the central hub for managing the different physical locations, sites, or organizational units within your company. While other pages allow you to filter by these facilities, this section is where you create and manage them.

Frameworks

This guide explains how to use the Frameworks section to monitor compliance across your organisation. It shows how to filter by facilities, search for standards, apply advanced filters, and navigate standard cards to access detailed information.

Gap Analysis

The Gap Analysis section is a powerful, organization-wide report that "zooms out" to show you exactly where your compliance gaps are. It directly compares your Standards, Policies, and Evidence to find what is missing, expired, or needs review.

Gap Analysis

The Gap Analysis section gives you a clear, organisation-wide view of missing or incomplete compliance requirements. It highlights gaps in your policies and evidence so you can see exactly what needs attention. This guide explains how to access the section, filter the report, navigate standards, and read the gap indicators.

Norma Chatbot

The Norma Chatbot is your personal AI-powered assistant for the Governa platform. Instead of manually searching for information, you can ask Norma questions in plain English, and it will analyze your organization's data to give you a complete answer.

Residents

The Residents section is your central database for managing all residents, a critical task in an Aged Care setting. It functions as the "single source of truth" for every person's demographic and location information. This how-to guide provides complete, step-by-step instructions on how to access the section , search for a resident , add a new resident , view an individual's profile , and edit their details.