A growing company of around 90 employees should review its employee handbook every six months and update it whenever headcount, location, or how people work changes, with one named owner, a version log, and a re-acknowledgment from every affected employee. Trainual, the Business Operations & SOP Software growing teams use for policies and procedures, gives that owner one place to edit a policy, assign it, and confirm who has read it.
Key takeaways
- Review on a schedule and on triggers. Every six months while you're growing, plus any time headcount, location, benefits, or how people work changes.
- Give every section one owner. A named person, not a committee, edits the policy and logs the change.
- Re-acknowledge every material change. Assign the update to the people it affects and keep the signed record with the version number.
A handbook written at 30 people rarely survives the jump to 90. New states, new roles, remote hires, and new benefits all change what the policies need to say, and an outdated handbook creates confusion at best and compliance risk at worst. This guide covers why to update, how often, the growth-stage triggers that call for an update, what to include, and a simple process for owning, versioning, and re-acknowledging every change.
Why you should update your employee handbook
Updating your handbook keeps you compliant with changing laws, reflects how your company runs today, and gives every employee the same clear expectations.
Keep up with changes in the law
New legislation and regulations change how you manage employees. If a new minimum wage law takes effect in your state or city, for example, your pay policies need to reflect it so employees know their rights and obligations.
Reflect changes in your company
Handbook updates capture the most recent changes to company policies: new or revised benefits, updated vacation policies, flexible work arrangements, or changes made from employee feedback. A current handbook makes expectations clear, from attendance requirements to dress codes, so there's no confusion or misunderstanding. It's also where employees find guidance on topics such as harassment prevention and dispute resolution, often paired with pre-built compliance courses that teach the policy rather than just store it.
How often should you update your employee handbook?
Update it on a set schedule, whenever significant changes occur, and after each open enrollment period.
On a set schedule
Review the handbook every six months while your company is growing quickly, and at least once a year once things settle. Use the review to check for new laws and to confirm existing policies are still relevant and effective.
When significant changes occur
Mergers, acquisitions, major policy changes, and new job roles all call for an update, so every employee has accurate information about their rights and responsibilities.
After each open enrollment period
After open enrollment (usually once a year), update the handbook with any new benefits, plan changes, and eligibility requirements, so employees know what coverage is available and who qualifies.
Growth-stage triggers that mean it's time to update
Headcount, geography, and how people work change faster at a growing company than any annual review can keep up with. Treat each of these as a trigger for an update:
- Around 50 employees. Federal rules start to apply. The FMLA covers private employers with 50 or more employees in 20 or more workweeks, and the ACA employer rules apply at an average of 50 full-time employees, including full-time equivalents. Add or revise leave, benefits, and eligibility policies.
- Approaching 100 employees. Reporting obligations expand. Private employers with 100 or more employees file the EEO-1 Component 1 report, so recheck anti-discrimination, EEO, and recordkeeping language.
- Hiring in a new state. State and local rules differ on sick leave, pay transparency, and final pay. Add a state addendum for each new state.
- Moving to remote or hybrid work. Cover expenses, working hours, security, and the time zones that apply. Onboarding remote employees depends on these policies being clear from day one.
- New roles or levels. Titles, managers, approvals, and escalation paths change, so update the reporting lines the policies reference. A current role chart makes this easier to keep straight.
- Benefits or open enrollment changes. Update plans, eligibility, and enrollment steps every time they change.
Thresholds and their details vary by law and state, so have counsel confirm how each applies to your company before you update the policy.
What to include in an updated employee handbook
A handbook is a resource for everyone in the company, covering their rights, their responsibilities, and any recent changes. When you update it, cover these areas.
Policies and procedures
Outline the rules, regulations, and expectations employees follow at work, including vacation time, sick leave, overtime pay, dress code, and how managers handle disciplinary issues. Starting from policy templates such as the Leave of Absence Request Process or the Bereavement Leave Policy saves time when you add or rewrite a section.
Benefits
Explain what benefits are available, such as health insurance plans, who is eligible (full-time versus part-time staff), and how employees access them (an online portal or paper forms).
Performance evaluation guidelines
Explain how performance is evaluated, including the criteria and rating levels used and when reviews take place, so managers and employees have time to prepare. The Facilitating Performance Evaluations Process template is a useful starting point.
One owner, one version, one re-acknowledgment
Most handbooks go stale for the same reason: nobody owns them. This five-step process keeps every update traceable.
- Name one policy owner per section, not a committee. In Trainual, each policy has a content owner, and verification reminders prompt that owner to review it on schedule.
- Log every change with a version number, the date, and a one-line note on what changed. Version history keeps that record for you.
- Edit the policy once and push it everywhere it appears, so no outdated copy survives in a shared drive. This is the same problem behind SOP version control.
- Assign the updated policy only to the people it affects, with a due date, using role-based assignment.
- Collect acknowledgment (with e-signatures for critical policies) and export the completion report for audits.
Before a change goes live, get input from the people it touches: HR, department heads, executives, legal counsel, and rank-and-file employees. Then run it through an internal review with at least two people who know both state and federal rules and your company's policies, so nothing slips through. If keeping documents current is a recurring headache, why SOPs go stale covers the habits that fix it.
So, how often should you update your employee handbook?
Every six months while you're growing, at least once a year at a minimum, and any time a trigger hits: a headcount threshold, a new state, a change in how people work, or a benefits change. The size and complexity of your company decide how often beyond that, but the process stays the same: one owner, one version, and a re-acknowledgment from everyone affected. For HR teams carrying this alongside everything else, 5 things HR leaders waste time on shows where the hours go.
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Frequently asked questions
How often should a 90-person company update its handbook?
Review it every six months and update it whenever a trigger hits: crossing a headcount threshold, hiring in a new state, changing how people work, or changing benefits. A fast-growing 90-person company changes faster than an annual review can keep up with, so a set review date plus trigger-based updates keeps the handbook accurate.
What changes at 50 employees?
Several federal rules start to apply around 50 employees. The FMLA covers private employers with 50 or more employees in 20 or more workweeks, and the ACA employer rules apply at an average of 50 full-time employees, including full-time equivalents. Revise your leave, benefits, and eligibility policies, and have counsel confirm the details.
Do I need employees to re-sign after every update?
For material changes, yes. Collect a fresh acknowledgment from every employee the change affects, and use an e-signature for critical policies like leave, pay, and conduct. For typo fixes or formatting changes, a notice is usually enough. Keep the signed record with the version number so you can show who agreed to what.
Who should own the handbook?
One named person should own each section, not a committee. HR often owns the handbook overall, with section owners in operations, finance, or legal for the policies they know best. The owner edits the policy, logs the change, and confirms affected employees have acknowledged it, while counsel reviews material changes before they go live.
How do I track who has read the latest version?
Assign the updated policy to the people it affects, set a due date, and collect an acknowledgment or e-signature. Then export a completion report showing who signed which version and when. In Trainual, assignment, e-signatures, version history, and completion reports live in one place, so the record is ready when an audit comes up.
