Terms and conditions library
The terms library holds the documents people have to agree to before they work with you: a contractor agreement, a code of conduct, a confidentiality undertaking, a site safety policy. You write each one once, and a Terms request on any portal presents it and records the acceptance.
What makes it worth using rather than emailing a PDF around is versioning. Every save keeps the text that came before it, and every acceptance is pinned to the exact version that person read, so updating your terms next year does not change what anyone already agreed to.
Writing a terms document
Go to the Terms library and click New terms. Give it a name (up to 120 characters), write the document, and click Create terms.
Terms are written in Markdown, a plain-text way of marking up headings, bold and lists: # for a heading, **bold** for bold, - for a bullet. A preview beside the box shows how it will read as you type.
If your terms already exist as a PDF or a Word file, you do not have to retype them. Open Have a PDF or Word doc? Convert it with AI under the box, click Copy prompt, paste the prompt into your AI chat of choice along with the document, and paste the Markdown it returns into the box. The prompt tells the model to keep every clause exactly and output nothing but the Markdown. Read the result before you save it.
Versions
Clicking Save changes after an edit adds a new version. Saving without changing anything does not, so clicking Save twice does not pad the history.
The History tab (with a count beside it) lists every version, newest first, with when it was saved, who saved it, and how many people have accepted it. For any version you can:
- View it, exactly as it stood.
- Download PDF, named after the document and version, for your own records or for someone who asks. It carries the logo from your default branding theme.
- Restore it. This does not rewind anything. It saves that older text as a new version on top, so the history stays a complete record of what you published and when.
Your default document
One document in the library can be the default, marked with a badge. When you add a Terms request, the default is listed first and already selected, which saves picking the same one every time.
Use Make default on the list, or Set as default on the document's own page, to move it. There is only ever one default.
Putting terms in front of someone
Terms reach people through a portal, not from this page. On a portal's requests, add a request of the Terms kind and choose the document under Terms to present. Each person accepts the version that is current when they accept.
Two options sit on the request, not on the document, so the same agreement can be accepted with a tick on one portal and with a signature on another:
- Require a typed name. Without it, ticking to accept is enough. With it, the person also types their name.
- Require a drawn signature. They sign with a finger or mouse, and the signature is stored as an image with their response.
The two are independent. You can ask for both, either, or neither.
What gets recorded
When someone accepts, WorkZerk stores the exact version they were shown along with a fingerprint of its text, the date and time, their IP address and the browser they used, plus the typed name and signature where you asked for them.
Publish version 4 of your contractor agreement tomorrow and everyone who accepted version 3 still has a record that says version 3, with its text readable from the history. Nobody is held to wording they never saw.
To see acceptances across all your documents, open Terms history under Reports: who agreed to which document, which version, and when.
Archiving
Archive takes a document out of the list you pick from when adding a request. Requests already set up with it carry on presenting it, and acceptances already captured keep the exact version they were given against and stay readable.
Archive your default and the first document left in the list becomes the default. Archive your only document and you have nothing to pick for a new request until you add another.
Archived documents sit under Archived terms at the bottom of the library, where you can still open one, and Restore to library brings one back as an ordinary document (not as your default).
Archive rather than delete when an agreement is superseded. Old acceptances are only as defensible as the text behind them.
Getting help
If something here does not match what you see on screen, email [email protected] and we will take a look.