Features

Spaces

Parent: User

All data is contained within a Space, and a user can create multiple Spaces which they share with other WorkZerk users.

Space Functions

  • View your Spaces.

  • View Space Users.

  • Invite New Space User.

  • View Spaces shared with you.

  • View billing and usage.

  • Archive Space.

Space Fields

  • Space Name

  • Role Singular (e.g. ‘Contractor’)

  • Role Plural (e.g. ‘Contractors’)

  • Accent Colour (Highlight colour)

  • Outer Background Colour

  • Inner Background Colour

  • Text Colour

  • Archived

  • Change Portal Banner Image

Users

Parent: Root

Users have access to the Admin area, to create their own Spaces and to be invited to join other Spaces (by other Space Owners).

User Functions

  • Join Space through Invite Token.

  • Verify email address.

  • User Space Settings.

  • Settings that apply to the User within the current Space context.

  • Culture.

  • Time Stamp Time Zone.

  • City Default.

  • Country Default.

  • State/Province Default.

  • Fixed Width Display Mode.

  • Support Mode.

User Account Settings

Settings that apply to the User in every Space context.

  • First Name

  • Surname

  • Mobile

  • Support Code

Templates

Parent: Space > Portal

Onboarding step templates represent one step in the onboarding process. For example, this might be uploading a file and signing a declaration.

Template Functions

  • Publish or Archive template.

Template Fields

  • Folio Name

  • Private to Portal

  • Instructions (Rich Text)

  • Image or PDF

  • Display File Inline

  • Input Fields

    • Text

    • Text Block

    • Date

    • Check Box

    • Single Choice

    • Multi Choice

  • Actions

  • View Image/PDF

  • Upload

  • Maximum Uploads

  • Prompt for Expiry Date

  • Sign

  • Approval

  • Field (Field Name for Actions CSV Export)

Onboarding

Parent: Space > Portal

The onboarding workflow is what onboardees complete during onboarding in their personalised portal. You can setup unlimited Onboarding workflow within WorkZerk and each onboarding step is based on a Template.

Onboarding Functions

  • Reorder Sections.

  • Apply Case (Upper Case/Title Case).

  • Switch from Form Section to Stepped.

  • View and filter contractors by onboarding status (Onboarded, Unonboarded, Unverified) and invite status (To Invite / Invite Sent / Exclude / Queued).

  • Export all Action via Date Range (Flat CSV file or Input Files Only).

Onboarding Fields

  • Where (Area)

  • Section Name

  • Section Details

  • Ordinal Position

  • Archive Status

  • Related Onboarding Template

Contacts

Parent: Space

Contacts are a centralised database of contacts (people, locations & venues) that are shared throughout the Space. Portals contained in the same Space, share the same contacts.

Contact Functions

  • Import from CSV.

  • Export to CSV.

  • Filter by Contact Type (Persons, Contractors, Locations, Venues).

  • Tag Filter.

  • Show Portal Onboardees Only.

  • Manage Tags.

  • View Portal.

  • Delete/Archive.

Contact Fields

  • Contact Type (Location Switch/Contractor Switch)

  • Salutation

  • First Name

  • Surname

  • Shortcode

  • Company

  • Job Title

  • Mobile Phone

  • Phone

  • Email Address

  • Public Email

  • Website

  • Instagram

  • YouTube

  • Facebook

  • LinkedIn

  • X (Twitter)

  • Rating

  • Notes

Onboardees

Parent: Space > Portal

People who are being onboarded. They can be renamed to suit the typical onboardee using the Space by editing the Role Singular and Role Plural fields. For example, if you were onboarding Students you could rename this to ‘Students’ and also use the term ‘Student’. This will appear throughout the Admin area.

Onboardee Functions

  • Add by typing or pasting.

  • Add from Contacts.

  • Edit/Archive.

  • Invite to Portal (via email).

  • Email Update.

  • Import from CSV.

  • Export to CSV.

  • Open portal.

  • View all compliance.

  • Open related Contact.

  • Show/Hide fields.

  • Archive/Unarchive.

  • View onboarding history.

  • View all historical onboardings.

  • Approve or reject actions (and email).

  • Regenerate access token.

  • Revoke compliance.

  • Delete past compliance actions.

  • Show/hide fields.

  • Manage Tags (inherited from Contacts).

  • Portal invite status.

  • Email.

  • Your notes.

Tags

Parent: Space

Tags are associated with Contacts and Onboardees and are stored separately. This way, when creating a new onboardee to they will inherit the existing Contact Tags as Onboardee Tags.

Tag Functions

  • Add, Edit, Archive

  • Tag Fields

  • Name

  • Hide in Portal

Portals

Parent: Space

Portals sit under Spaces, so one Space can have multiple portals all with their own onboarding steps.

Portal Functions

  • Add, Edit, Archive.

  • Relate to Contact.

  • Portal Fields.

  • Portal Name.

  • Tagline.

  • Main Location/Venue.

  • Main Contact Name.

  • Main Company.

  • Main Email.

  • Main Phone.

  • Public Registration URL.

  • Blurb.

Onboarding Portal

Parent: Space

The onboarding portal is where Onboardees will complete the onboarding process. They access the portal via their own personalised unique link which authenticates them automatically (without the need to login or enter a password).

  • Complete onboarding steps including Actions:

  • Enter information into fields as requested (text, text block, checkbox, date).

  • Upload files.

  • Sign using mouse or gesture

  • Click on links or acknowledge.

  • Click on inline or linked Images/PDFs.

  • Add individual notes to onboarding steps.

  • Add expiry dates to individual file uploads.

  • Reupload/refresh expiring or expired file uploads.

Expiry Tracker (File Uploads)

View upcoming expiring and expired File Uploads for next two months.

  • Filter by FileName, Onboardee Name, Category.

  • Filter by Expiring Status (Ignore Expiry Date, In Less than 3, 7, 14, 30 Days).

  • Filter by Last Prompted Status (Ignore Last Prompted, Not Prompted, More than 3, 7, 14, 30 Days).

  • View a colour‑coded display of upcoming expiring or expired file uploads.

  • Send individual Prompt for Onboardee to upload a new file upload.

  • Send Prompt for all filtered Onboardees to upload new file uploads (bulk action).

  • View email tracking history for that onboardee for all ‘File Upload Prompt’ emails.

  • Track the last date the onboardee was prompted to upload a replacement file upload.

  • Directly open the uploaded files if they exist to verify the expiry date (PDF/Image).

General

  • Open Onboardees Self Registration Portal.

  • Track Email Sends, Opens & Delivery.

  • Refresh Onboarding Statuses.

  • Refresh Live Portals Instantly.