A new hire asks the group chat how many days' notice they need to give for leave. The answer is on page 14 of the handbook, and the handbook is a Word file on the computer in the office. Putting it in a shared drive means adding every part-timer's personal email one by one, and half of them will never sign in. Here's the shorter route for a small team without company accounts: upload the handbook as it is, put one password on the link, and post it where your staff already are — the rota group, a QR code by the staff room door. They tap it, type the password once, and read it on their phone. No app, no account on their end.
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| Free account | Solo | Studio | |
|---|---|---|---|
| Largest file | 10 MB | 25 MB | 50 MB |
| How long the link lasts | 7 days — or keep one always-on link | Stays up until you set an expiry | Stays up until you set an expiry |
| Shared password | Yes | Yes | Yes |
| Replace the file, same link | Yes | Yes | Yes |
| What you see about opens | How many times it was opened | Opens by day, last opened, which country and device, how long it stayed open | Same as Solo |
| Which employee opened it | No | No | No |
Current limits are always on the pricing page.
Export the handbook to PDF from Word or Google Docs and upload that file — a .docx itself isn't accepted, but the PDF goes up byte for byte, with your layout untouched. If you'd rather it read like a web page on a phone (text that reflows, a table of contents you can tap), paste the handbook into an AI assistant, ask for a single self-contained HTML page, and upload that instead. Either way you get a private link that stays out of search results. Add one password for the whole team — passwords are free on every plan.
Post the link and the password where your team already talks: the rota group chat, the pinned message, the noticeboard. From the dashboard you can also make a QR code for the same link and print it for the back of house, so the person who joined last week and missed the message can scan it from the wall. Before you post it, open the link yourself on your phone and check the password works.
When a policy changes, replace the file behind the same link. The link everyone saved, and the QR code already on the wall, now open the new version. We don't send anyone a notice that it changed — post a line in the group yourself ("Leave policy updated, see page 14") so people know to look again.
Change the password, then post the new one in the group — after you've removed them from it. Anyone who opens the link from then on needs the new password. One honest caveat: a phone that already typed the old password can keep reading for up to about four hours before it's asked again, so this is not an instant cut-off. And it can't reach anything they saved or screenshotted while they still worked for you. If the handbook holds something that mustn't leave with a former employee, it probably shouldn't be in a document everyone shares a password to.
On the free plan, links expire after 7 days — except one always-on link, which never expires. A handbook is exactly what that slot is for, so put it there, especially if you're printing a QR code. If you're already using the always-on link for something else, or you want more than one document up for good (a handbook and a separate rota sheet, say), Solo and Studio links stay live until you choose an expiry.
No. They tap the link, type the shared password, and the handbook opens in whatever browser their phone already has. No account, no download, no work email. You need a free account to upload it and to replace it later; they need nothing.
No. Your team never signs in, so all we can tell you is that the link was opened, never who opened it. Every plan shows how many times it's been opened; Solo and Studio add opens by day, when it was last opened, which country and device the opens came from and how long the page stayed open. That's enough to tell whether anyone looked after you posted the new leave policy. It isn't a record that each person read it — if you need that, see the next question.
Then you need a tool built for that, and this isn't one. Handbook software such as AirMason and Blissbook is made for collecting sign-offs and keeping a record of who has signed, which is what you want if an inspector, an auditor or a lawyer may ask for proof later. Some payroll and HR apps have a documents area where staff can acknowledge a file, so check whether yours already does before you pay for something new. A link with a password gets the handbook in front of people; it doesn't prove they read it.
Not by default. The link is unguessable and carries a no-index tag, so it stays out of search results, and the password means that holding the link isn't enough to read it. What it can't stop is a member of staff forwarding the link and the password together — so treat it as an internal document your team can see, not a secret.
The free plan takes files up to 10 MB, Solo 25 MB and Studio 50 MB. A text-heavy handbook is usually far below that; one full of photos exported at print quality can run over. Exporting the PDF at screen resolution, or with images compressed, usually brings it down without anyone noticing on a phone.
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