Poster design program

Poster design program: what HR teams actually need for compliant digital labor law posters

If you’re searching for a poster design program, you’re likely trying to solve one of two problems: (1) create a professional-looking workplace poster quickly, or (2) update required labor law notices without risking noncompliance. For HR professionals and business owners, the second problem is the one that can trigger real consequences—audits, penalties, employee claims, and reputational damage.

This SwiftSDS guide explains when a poster design program (including “100 free poster maker” tools) is appropriate, when it’s not, and how to build a compliant digital posting process—especially for multi-site and remote workforces.

Why “designing” labor law posters is different from designing marketing posters

A marketing poster is mostly about layout and branding. A labor law poster is about publishing legally required content exactly as issued by an agency, then posting it where employees can readily see it (and keeping it up to date).

Most labor law notices are mandated by statute or regulation at the federal, state, and sometimes local level. For example, the U.S. Department of Labor (DOL) requires employers covered by the Fair Labor Standards Act (FLSA) to post the official minimum wage/overtime notice, typically titled “Employee Rights Under the Fair Labor Standards Act.” Here’s the official federal poster: Employee Rights Under the Fair Labor Standards Act. If you have Spanish-speaking employees, the Spanish version may also be necessary depending on your workforce and other applicable rules: Derechos de los Trabajadores Bajo la Ley de Normas Justas de Trabajo (FLSA).

Key compliance principle: with required notices, you generally should not “redesign” the content. You should distribute/post the current official version and meet the required display rules.

For broader context on how digital posting works, see SwiftSDS guidance on Electronic posters.

When a poster design program is useful (and when it’s a compliance risk)

Appropriate uses for a poster design program

A poster design program can be helpful for:

• Supplemental HR communications (e.g., internal policy reminders, hotline information, benefits open enrollment)
• Safety campaigns that are not replacing legally mandated notices
• Hiring and recruitment signage that’s separate from required labor law postings (see guidance on advertising posters)
• Workplace event signage (templates, layouts, internal announcements), especially if you’re coordinating digital signage—related ideas are covered in Event poster

High-risk uses (avoid these)

Using a “100 free poster maker” or any poster design program becomes risky when it’s used to:

• Recreate a required federal/state poster “from scratch”
• Combine multiple required notices into a custom layout that changes wording, formatting, logos, or required agency marks
• Publish an outdated version because the “template” wasn’t updated when an agency revised the notice

If you’re evaluating “all-in-one” solutions, also protect yourself from misleading offers—SwiftSDS addresses red flags in business posting department scam and saving strategies in all in one poster coupon code.

What compliance requires: content accuracy, accessibility, and “conspicuous” posting

Federal baseline: DOL posters and visibility

Federal posting requirements vary by employer coverage and workforce. The FLSA notice is one of the most common federal postings for many employers: Employee Rights Under the Fair Labor Standards Act. Public sector entities may have a different required version: Employee Rights Under the Fair Labor Standards Act - State and Local Government.

For a consolidated overview by jurisdiction, start with Federal (United States) Posting Requirements.

State requirements: example—Massachusetts posters change and expand

States often layer additional notices on top of federal requirements. Massachusetts, for instance, includes multiple required workplace notices such as:

• Wage and hour posting: Massachusetts Wage & Hour Laws
• Anti-discrimination posting: Fair Employment in Massachusetts
• Unemployment insurance notice: Information about Employees' Unemployment Insurance Coverage
• Public employee safety notice (where applicable): Massachusetts Workplace Safety and Health Protection for Public Employees

These are examples of why “design it yourself” templates can fail—content updates may happen without warning.

Local rules: California and city/county requirements

California is a common pain point because postings can vary by state agency requirements and local ordinances. To scope requirements accurately, use jurisdiction pages:

• California (CA) Posting Requirements
• For local examples: Duarte, Los Angeles County, CA Posting Requirements and Costa Mesa, Orange County, CA Posting Requirements

Also, HR teams often confuse posting requirements with recruiting transparency rules. For role posting questions in California, SwiftSDS addresses that nuance in are employers required to post job openings california.

How to choose a “100 free poster maker” without compromising compliance

Free design tools can be fine—if you’re using them for non-mandatory posters and not modifying official labor notices. If you still want a poster design program in your workflow, use this checklist:

Checklist: safe workflow for HR poster creation

1. Separate “required notices” from “custom posters.”
   Required notices should be posted from official sources (or a trusted compliance provider). Custom posters can be designed.

2. Never retype required legal text.
   Link/host the official PDF (or use the exact official digital file) to prevent transcription errors.

3. Use a compliance-first digital display strategy.
   If using digital labor law posters, ensure employees have continuous, easy access (e.g., intranet posting with clear navigation and no permissions barriers, or always-on digital signage in on-site break areas).

4. Account for language needs.
   If a significant portion of your workforce is not proficient in English, ensure translations are available where required or appropriate (for example, the Spanish FLSA poster: Derechos de los Trabajadores Bajo la Ley de Normas Justas de Trabajo (FLSA)).

5. Document your posting and update cadence.
   Keep a record of what’s posted, where, and when it was last reviewed.

If you want examples of how compliant digital boards can look in practice, compare layouts in Electronic poster examples. For display/print considerations when you need physical postings too, see Custom wall posters.

Don’t forget specialized required notices (example: ADA-related postings)

Some required postings relate to accessibility and equal opportunity. While “ADA poster” can refer to different workplace notices depending on context, it’s often searched alongside compliance posting needs. SwiftSDS maintains an overview to help you identify what applies and how it’s used: ada poster.

Action plan: build a compliant “poster design” system at SwiftSDS

Use this simple division of responsibilities:

1) Compliance library (official notices)

• Use official PDFs and jurisdiction-specific requirements
• Start with Federal (United States) Posting Requirements and then drill down to your state and city pages (e.g., California (CA) Posting Requirements)

2) Custom communication (designed posters)

• Use your poster design program (even a “100 free poster maker”) for:
  • Internal policy reminders
  • Training schedules
  • Safety campaigns
  • Hiring event signage and internal announcements
• Keep these clearly labeled as informational, not “required by law”

3) Review and governance

• Assign one HR owner and one backup
• Review postings at least quarterly and whenever you add a new work location (especially in states with strong local requirements)

FAQ

Can I create my own version of a required labor law poster using a poster design program?

Usually, no. Most required notices should be posted in the official form provided by the issuing agency (or a trusted compliance source). Redesigning can introduce errors, omit required marks, or use outdated text.

Are digital labor law posters allowed for remote employees?

Often yes, if employees can readily access the postings electronically and the method meets applicable rules. For practical guidance and examples, see Electronic posters and Electronic poster examples.

How do I know which posters apply to my locations?

Start with the jurisdiction pages (for example, California (CA) Posting Requirements or Federal (United States) Posting Requirements). Local rules can apply too, which is why city pages such as Costa Mesa, Orange County, CA Posting Requirements are important for multi-site employers.

A poster design program can be a great tool for HR communications—but for labor law compliance, your safest approach is to post the official notices, keep them current, and use design tools only for supplemental messaging. SwiftSDS helps you connect the right jurisdiction requirements with practical digital posting workflows so your teams stay informed and your organization stays compliant.