School procedure management software for independent schools
The version somebody is actually following.
A policy says what the school has decided. A procedure says what a person does on Tuesday.
Real captures · PolicyAI · Hogwarts demo tenant.
A procedure is the operating instruction behind a policy
The steps somebody follows to do the thing the policy requires. EthosOne holds procedures as governed documents rather than files. A new procedure can be drafted with AI-proposed steps, then edited and applied.
What we keep hearing
The evacuation procedure was rewritten after the drill in 2023. It is a Word file, and there are four copies of it: one on the shared drive, one attached to an old email, one printed in the front office and one in the induction pack.
Three of them say something slightly different about who calls the roll, and nobody can say which of the four is the one the school would be held to.
The problem
A procedure is written once and copied forever
The moment it is emailed it has forked, and every fork is now a version the school might be judged against.
Nobody can date a version
A document with no history cannot answer what changed, when, or on whose authority, which is the first question after anything goes wrong.
The procedure and the policy drift
The policy is reviewed on a cycle. The procedure under it is not, so the school ends up with a current policy and an operating instruction that contradicts it.
Four views, one reconciled picture. Each one drills to the record it came from.
01Bring an existing procedure in
Upload a PDF or Word procedure. The extracted draft is put in front of a person to review before the procedure is created, rather than imported silently.
02Draft a new one
AI proposes the steps for a procedure that does not exist yet. A person edits them and applies them.
03An immutable version history
Every prior version is kept and cannot be rewritten. What the procedure said in March is answerable in November.
04The policy above it
Procedures sit under the policy register in school policy management software, where policies carry the same upload, draft and version-history treatment.
What it does not do
Extraction is reviewed, not trusted
Uploading a document does not silently create a procedure, and this page is not going to imply that extraction is faultless. A person reads the draft first, deliberately.
Structured steps, roles and policy linkage are partial
Step-level structure, the roles and inputs attached to each step, and automatic review-required signals when a linked policy changes are not complete. If your requirement is that changing a policy flags every procedure beneath it, ask us where that stands before you buy on it.
Acknowledgement is not a claim we are making here
Staff acknowledgement and group adoption are partial. Treat them as something to verify for your own use.
The policy register is in school policy management software, and the legislation behind a policy is in PolicyAI. Where a procedure is the thing a staff member does on an activity, the assessment behind it sits in school risk assessment software.
Who it is for
The staff member who needs the current version of something they do twice a year. The person who owns the procedure and has to keep it current. The business manager who has to show which version was in force.
- Stored in AustraliaAWS Sydney and Melbourne, one database per school
- AI stays in the country tooAmazon Bedrock; never trained on your content
- Published, not describedTrust Centre · ISMS policy · How we handle your data
The seven we are asked every time.
Still weighing something up? Thirty minutes with us, on your own registers, answers the rest.
Book your school a demo01What is the difference between a policy and a procedure here?
The policy is the decision; the procedure is the operating instruction under it. They are governed the same way and they are separate documents, because they change on different clocks.
02Can we bring our existing procedures in?
Yes, as PDF or Word. The extracted draft is reviewed by a person before the procedure is created. That review step is deliberate and not optional.
03Does the AI write our procedures?
It proposes steps for a new one. A person edits and applies them. Nothing is published because a model drafted it.
04Can we see what a procedure said last year?
Yes. Every prior version is kept in a history that cannot be rewritten.
05If we change the policy, does the procedure under it get flagged?
Not reliably yet. Step-level structure and review-required signals on policy linkage are partial, and we would rather say so than let you find out. Ask where it stands in the demonstration.
06What does it cost?
Procedures sit in PolicyAI, a Premium module at $10,000 a year on top of Core at $15,000 a year with unlimited users. Every price is published.
07PolicyAI, in full: what does it cover?
An existing PDF or Word procedure is uploaded and the extracted draft is reviewed by a person before it is created, so nothing enters the register unread. Every prior version is kept in an immutable history, so the question "which version were we following in March" has an answer. It is part of PolicyAI, a Premium module at $10,000 a year on top of Core.
What are the AI paragraphs you are currently missing from your policies? Watch how we do it.
Free, under ten minutes, and yours to keep whether or not you talk to us.
“It meets all of the real frustrations of business directors in one place.”
“School governance and risk is a complex area without a clear solution.”
The version somebodyis actually following.
PolicyAI: $10,000 a year with no per-user fees.