Multi-client handbook manager. A tagged handbook library for a pilot subset of your clients.
The HR consultant maintains employee handbooks for 30 to 80 small-business clients across multiple states. Each handbook is a Word doc named by client, stored in SharePoint or Dropbox. When a state law changes, the consultant opens every affected client's file, finds the relevant section, edits, saves, exports a fresh PDF, and emails it for sign-off. Which client got which update lives in a spreadsheet or in the consultant's head.
It starts when you flag a policy area as changed.
The moment that kicks off the workflow. Today this is the email someone reads, the call someone takes, the document someone walks across the office. The tool replaces the human router.
4 steps. The tool handles them.
- 01
We load a subset of clients
Pilot weeks 1 to 2: we break a subset of your client handbooks (your largest, or your highest-risk) into modular sections tagged by jurisdiction (federal, state, city) and topic. You bring the legal knowledge; the tool stores the structure.
- 02
You flag what changed
You name the jurisdiction and the topic (e.g., "California, paid sick leave"). You decide what changed; the tool does not monitor legislation.
- 03
The tool lists every affected client and section
In seconds, you see exactly which loaded clients have that section in their handbook and where it lives. No more spreadsheet hunt, no more "did I get them all?"
- 04
You edit, you sign off
In the pilot, you make the edits in your usual flow with the affected-clients list in front of you. Edit-once-push-to-all and branded PDF generation come on the monthly.
30-day proof.
The pilot does one thing: tells you instantly which of the loaded clients are affected by a policy change, and where. The first 2 to 3 weeks, we break the pilot subset of handbooks into tagged modular sections. By day 30, the manual file-hunt that used to take hours is seconds. You still make the legal call. The tool just stops the hunt.
From there it grows. On the monthly, the next tool loads the rest of your clients into the same tagged library. The one after adds edit-once-push-to-all, so a single section edit regenerates every affected client's handbook. The one after layers in branded client-specific PDFs with redline summaries, then optional e-sign. Eventually the destination is the full multi-client handbook manager the Solutions Library describes.
Your monthly is flat once the pilot graduates onto Starter. Small refinements stay included. Adding edit-once-push-to-all, redline summaries, or e-sign is a new tool, and we tell you about it openly before we build it. Most consultancies grow into Growth tier across the first year as their book moves entirely off Word and SharePoint.
$800 pilot: a tagged handbook section library across a subset of your clients. 2 to 3 weeks to build, 30 days live. After the pilot, the engagement graduates onto Starter ($295/mo). The tool grows from there as the full book loads in and edit-once-push-to-all, redlines, and e-sign layer in.
Where this build fits, where it does not.
This fits small and mid-sized HR consultancies, payroll bureaus, and PEO advisory firms managing handbooks or compliance documents across many clients. Typical fit: 5 to 25 person consultancies with 30 to 80 active clients, each having a customized handbook or policy package across one or more jurisdictions. It works when your base policies follow a regulatory or industry-standard structure. It does not fit firms where each client's documents are wholly custom and share no common base.
Built on top of what you already run.
The pilot loads a subset of your client handbooks into a tagged section library and identifies affected clients on flag. No portal delivery, no automatic redlines, no e-sign in the pilot. As the tool grows on the monthly, full-book load, edit-once-push-to-all, branded client PDFs delivered through your existing client portal (SmartVault, ShareFile, OneDrive Business, ClientHub), redline summaries, and e-sign get layered in one tool at a time. The tool never tracks legislation; you bring the legal knowledge.
Specific questions buyers ask about this build.
What does the $800 pilot actually deliver, exactly?
A tagged section library across a subset of your client handbooks. By day 30, when you flag a jurisdiction and topic as changed, the tool lists every affected client and section in seconds. Edit-once-push-to-all, branded PDFs, redline summaries, and e-sign layer in over the monthly.
Does the tool tell us when laws change?
No. The tool stores the structure. You bring the legal knowledge: when you decide a policy area has changed, the tool tells you who is affected. Tracking legislation is what consultancies do better than software.
How do you handle state-specific addenda?
Each section is tagged by jurisdiction at load time. When you flag a state-specific change, only the clients with that jurisdiction tagged surface as affected. As the tool grows, you add jurisdictions to clients without re-keying.
Will the monthly nickel-and-dime me?
Your monthly is flat. Small refinements to a running tool are included. Adding edit-once-push-to-all, redlines, or e-sign is a new tool, and we tell you about it openly before we build it. Most clients stay at their starting tier, and that is fine with us.
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