WorkZerk Features

ADMIN AREA

Spaces

Spaces are the foundation of WorkZerk, dedicated and fully isolate environments for every type of onboardee your business manages. Instead of forcing contractors, employees, suppliers, visitors, and students through one rigid workflow, you create a separate Space for each, with its own centralised contact database, templates, notifications and branding.

This matters because onboarding a labour-hire contractor looks nothing like signing in a site visitor or bringing on a new supplier. Each has different documents to collect, different risks to manage, and different people who need to be manage it. Spaces let you model that reality precisely, without compromise.

The power comes from the isolation. Permissions, reporting, and data stay neatly scoped to the Space they belong to, so the right people see the right information and nothing else. And because Spaces share the same underlying platform, you get consistency, central oversight, and a single source of truth across your entire organisation, without the overhead of running multiple disconnected systems.

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
  • Switch Spaces
  • Invite new Space User
  • Revoke Space Users
  • View Spaces shared with you
  • View billing and usage
  • Archive Space

Space Settings

  • Space Name
  • Role Singular (e.g. 'Contractor')
  • Role Plural (e.g. 'Contractors')
  • Accent Colour
  • Outer Background Colour
  • Inner Background Colour
  • Text Colour
  • Archived Status
  • Change Portal Banner Image
ADMIN AREA

Users

Users are the people on you team who run WorkZerk from the Admin area. A single user can own multiple Spaces and be invited into Spaces owned by others, which makes it easy to collaborate across teams, sites, and even separate organisations without juggling logins.

Personal account details stay with the user wherever they go, while Space-specific preferences like time zone, default location, and display mode are scoped to each Space they work in. The result is a clean separation between who you are and where you're working, so context follows naturally.

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 Space Settings

  • Culture
  • Time Stamp Time Zone
  • Contact City Default
  • Contact Country Default
  • Contact State Default
  • Fixed or Fluid Width Display Mode
  • Support Mode

User Account Settings

  • First Name
  • Surname
  • Mobile
  • Support Code
  • Join Space through Invite Token
  • Verify Email Address
  • View File Storage Usage
ADMIN AREA

Onboarding Step Templates

Templates are the reusable building blocks of every onboarding workflow in WorkZerk. Each one represents a single step, like uploading an insurance certificate, signing a declaration, or answering a question, and bundles together the instructions, input fields, file requirements, and approval rules for that step.

Build your templates once and drop them into any onboarding flow inside the Portal, knowing every onboardee will see exactly the same thing presented in exactly the same way. This consistency makes compliance auditable, reduces admin overhead, and means rolling out a new requirement is as simple as creating one template and slotting it in.

AI Ready Import

Building complex, multi-step templates by hand is a thing of the past. Just describe what you need to ChatGPT, Claude, Copilot, or Gemini, and import the result straight into WorkZerk using the published schema.

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 Fields

  • Folio Name
  • Private to Portal
  • Instructions (Rich Text Editor)
  • Image or PDF
  • Display File Inline
  • Publish or Archive

Inputs & Actions

  • Text, Text Block, Date
  • Check Box, Single Choice, Multi Choice
  • View Image / PDF
  • Upload (Max Uploads)
  • Prompt for Expiry Date
  • Sign (E-Signature)
  • Approval (by Admin)
  • Field (CSV export name)
ADMIN AREA

Workflow

Workflow is where you add your templates into the actual experience your onboardees will move through. You can build unlimited workflows inside a Portal by adding existing Templates, group steps into sections, reorder them with a drag, and switch between a form layout or stepped view.

Download Onboarding gives you a clean record of every action taken across any date range for export to external apps.

Parent Space > Portal

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

Onboarding Functions

  • Reorder sections
  • Switch between Form and Stepped
  • Export onboarding by date range

Onboarding Fields

  • Section Name
  • Section Details
  • Ordinal Position
  • Archive Status
  • Related Onboarding Template
ADMIN AREA

Contacts

Contacts are your central, shared database of people, locations (sites), and venues, accessible across every Portal in the Space.

Rather than re-entering the same supplier, subcontractor, or site address into multiple portals, you maintain one clean record that flows everywhere it's needed. Import in bulk from CSV, tag and filter to find anyone in seconds, and store everything from phone numbers and email addresses to social profiles, ratings, and internal notes.

View all completed onboarding actions and fields for the central contact in one tab 'Onboarding'. A single source of truth for all information in one place.

Parent Space

Contacts are a centralised database of contacts 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 Details
  • Filter by Contact Type
  • Filter by Tag
  • Show portal onboardees only
  • View onboardee portal
  • Delete / Archive

Contact Field Sections

  • Contact Details (9 Fields)
  • Street Address (7 Fields)
  • Postal Address (6 Fields)
  • Banking Details (5 Fields)
  • Social & Other (10 Fields)
  • Star Rating
  • Internal Notes
ADMIN AREA

Onboardees

Onboardees are the people moving through one of your portals, and WorkZerk gives you total control over how they're managed from invite to approval.

Add them one at a time, paste a list, import a CSV, or pull them straight from your existing Contacts. Send personalised portal invites, track who has opened what, approve or reject individual actions, and view a complete history of every onboarding they've ever completed with you.

Best of all, the term "Onboardee" itself is customisable per Space, so you can call them Contractors, Students, Patients, Volunteers, or whatever fits your world.

Parent Space > Portal

People who are being onboarded. They can be renamed to suit the typical onboardee in 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 use the term throughout the Admin area.

Add & Manage

  • Add by typing or pasting
  • Add from Contacts
  • Import / Export CSV
  • Edit / Archive / Unarchive
  • Manage Tags
  • Show / hide fields
  • Open related Contact
  • Add private notes

Portal & Compliance

  • Invite to Portal via email
  • Track invite status
  • Open portal directly
  • View all compliance
  • Approve or reject actions
  • View onboarding history
  • Regenerate access token
  • Revoke compliance
ADMIN AREA

Tags

Tags are a simple but powerful way to organise the people in your Space. Apply them to Contacts and they'll automatically carry through to Onboardees, so the categories you've built up over time follow each person into every portal they're invited to.

Use them to group by trade, region, certification, risk level, or anything else that matters to your business, then filter on them to surface exactly who you need in seconds. Tags also support a "Hide in Portal" option, which lets you keep internal categorisations private while still using them powerfully behind the scenes in the Admin area.

Parent Space

Tags are associated with Contacts and Onboardees and are stored separately. When creating a new onboardee, they will inherit the existing Contact tags as Onboardee tags.

Tag Functions

  • Add new tag
  • Edit tag
  • Archive tag

Tag Fields

  • Name
  • Hide in Portal
ADMIN AREA

Portals

Portals are the public-facing front doors of your Space, and a single Space can host multiple portals.

Each portal has its own unique onboarding workflow, its own main contact, and its own registration URL, which means you can run completely different processes side by side without spinning up separate accounts.

One portal might handle high-risk contractors, another might welcome event volunteers, and a third might register guest visitors or suppliers, all sharing the same underlying contacts and admin team. It's how WorkZerk scales across each department in your organisation.

Parent Space

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

Portal Fields

  • Portal Name
  • Tagline
  • Main Location / Venue
  • Main Contact Name
  • Main Company
  • Main Email
  • Main Phone
  • Public Registration URL
  • Blurb

Onboarding Receipt Preference

  • Send to Main Email and Onboardee
  • Send to Main Email only
  • Send to Onboardee only
  • Do not send

MANAGE PORTALS

  • Add, Edit, Archive portals
  • Set a Main Location Contact
Admin Area & Portal

Expiry Tracking

Expiry Tracking is the feature that keeps your compliance bulletproof long after the initial onboarding is done. Credentials like White Cards, insurance certificates, blue cards, licences and police checks all have shelf lives.

WorkZerk records an expiry date against any upload where you've asked for one, then tracks every credential across the Portal. You can see what's expired, what's expiring soon, and who needs to take action, without opening a single spreadsheet.

When something is about to lapse, WorkZerk can remind (prompt) the onboardee directly providing their original portal link, so they can refresh the document in seconds from any device. No new accounts, no rework, no starting over.


Admin Actions

  • View all expiring uploads in one place
  • Filter by days until expiry
  • Filter by FileName, Onboardee Name, Description
  • Filter by Last Prompted (reminded) date

Portal Features

  • Prompt for Expiry Date on Upload
Onboardee Portal

Onboarding Portal

The Onboarding Portal is the experience your onboardees actually see, and it's been designed to remove every possible barrier to completion.

There's no app to download, no account to create, and no password to remember. Each onboardee receives a unique, secure link that signs them in automatically, then walks them through your steps on any device.

They can upload files, sign with a finger or mouse, add notes, set expiry dates, and refresh expiring documents later, all from the same link. The result is an onboarding experience that feels effortless to the person completing it, and bulletproof to the business running it.

Parent Space

The onboarding portal is where onboardees complete the onboarding process. They access the portal via their own personalised unique link which authenticates them automatically, without needing to log in or enter a password.

Onboardee Actions

  • Input text, dates, checkboxes, multi-choice etc
  • Upload files (pdf or images)
  • Sign with mouse or gesture
  • Click links or acknowledge
  • View inline images and PDFs
  • Add supporting notes to steps
  • Add expiry dates to uploads
  • Refresh expiring uploads

General

  • Self-registration portal link
  • Track email sends and opens
  • Refresh statuses live
  • Real-time notifications panel
  • Persistent notifications
  • Linked field updates
  • Xero-compatible CSV export
  • Map fields to data sources
  • Date range exports