A practical guide to every workflow.

For: Administrator · Evidence lead

Make source records and site coverage refer to the same real locations.

Before you start

• An agreed real-site register and Administrator/Evidence lead access.

Steps

1. Open Team & sites and review existing names before adding another site.
2. Enter the exact new site name and select Add site.
3. Use the same spelling in source exports, integration mappings, site-scoped claims and control scope.
4. Check Evidence health for site-source appearances after importing the intended period.
5. For a rename, merge or deletion request, plan an authorised scoped correction with the maintainer; there is no general site-edit/delete workflow.

If you get stuck

• Exact duplicate names are rejected; differently spelled duplicates can still split coverage.
• Adding a site does not impose site-level access controls or prove required activities were supplied.

For: Administrator

Change current configuration without rewriting sealed reports.

Before you start

• Administrator access and an agreed organisation name/investigation review policy.

Steps

1. Open Administration → Organisation settings.
2. Enter the current company name and Investigation start policy (days), from 0–90.
3. Save and check the displayed settings.
4. Rerun relevant draft verification when the policy should affect investigation-lag checks.
5. Retain prior published reports; their original sealed organisation/policy context remains unchanged.

If you get stuck

• The configured policy is not a legal deadline or professional advice from the software.
• Only an administrator changes these settings; an evidence lead cannot use Administration.

For: Administrator · Evidence lead

A complete first-report path, from empty organisation to board review.

Before you start

• An active administrator account; evidence leads can perform the evidence/setup steps allowed by their role.
• Named site owners, a director recipient and representative source records.

Steps

1. Open Getting started and confirm the organisation name. An administrator can update its settings in Administration.
2. Add the real site names in Team & sites. Use consistent names in source records and mappings.
3. Have an administrator invite the director and evidence lead. Recipients accept their own invitations and choose passwords.
4. Create the reporting month and records-to cutoff. Open its Uploads and Claims links from Overview → Reporting periods.
5. Import evidence, record scoped claims, review Evidence health and run verification. Read the findings and limitations.
6. Publish once the correct director roster and findings are present. Ask directors to review, question and acknowledge the report.

If you get stuck

• No reports yet: create the period before opening report-dependent tools.
• No independent reviewer: invite a second administrator/evidence lead before attempting your own action/control closure.

For: Everyone

Use the two help tabs without changing any company records.

Before you start

• No account is needed to read generic help.

Steps

1. Choose FAQ for an explanation or How to for a task.
2. Search a phrase such as reset password, CSV, CRM sync, review room or critical control. Narrow by category or audience if useful.
3. Open the relevant entry. Follow its prerequisites, steps, expected result and troubleshooting.
4. Use Link to this answer/guide to bookmark or share its permanent address. Related entries connect explanations and tasks.
5. Choose Print / save PDF to expand and print the currently filtered results. Clear filters to print the complete tab.

If you get stuck

• No results: clear the audience/category filters or use a shorter topic phrase.
• A feature asks you to sign in: public help does not grant workspace access.

For: Everyone

Create your own password for an administrator-issued account.

Before you start

• A current invitation sent to your email; links last 48 hours. If you need a new company workspace, first use Register on the public website to request a pilot and wait for review.
• A private browser/device and a password of at least 12 characters, within 72 UTF-8 bytes.

Steps

1. Open the newest invitation email and check the intended ZoneProof hostname.
2. Open its invitation link. Choose and confirm your password yourself; do not send it to the issuer.
3. Submit acceptance. Then open Sign in and use the exact invited email and new password.
4. Ask your administrator to confirm your role and company if the workspace is not what you expected.

If you get stuck

• Expired/revoked link: ask the issuer to resend and use only the newest email.
• Refreshed the form: reopen the email while its token is valid.
• Email already exists: the issuer must resolve access or use an explicit group oversight grant; an invite cannot move your account.

For: Everyone

Recover your own account without disclosing credentials.

Before you start

• Access to your account email inbox.
• A working account-email sender configured by the technical team.

Steps

1. Open Sign in → Forgot password? and enter your account email.
2. Read the neutral confirmation and check your inbox/spam folder. Avoid repeated requests while a rate limit is active.
3. Open a current reset email within 30 minutes. Choose and confirm your own new password.
4. Submit the reset, then sign in again. Prior sessions and older reset links no longer work.

If you get stuck

• No mail: use the Missing email guide and ask the administrator to confirm account status.
• Token missing after refresh: reopen the email or request a fresh link.
• All administrators locked out and mail unavailable: the technical maintainer must use an approved identity-checked recovery procedure; bootstrap variables are not a reset tool.

For: Everyone

Separate address/account problems from provider delivery issues.

Before you start

• The expected email address and approximate request time.
• Access to spam/quarantine or an organisation email administrator.

Steps

1. Confirm the address was typed correctly and check spam, quarantine and the newest message.
2. For invitations, ask the issuer to inspect Pending, Failed, expired or accepted status. A resend invalidates the old link.
3. For recovery, ask the administrator whether the account is active; the public form does not reveal account existence.
4. Allow any displayed cooldown to expire before requesting another message.
5. If still missing, ask the technical maintainer to inspect sender verification, provider delivery/bounce logs, quotas and the canonical app URL. Share no API key or access token.

If you get stuck

• Provider accepted is not inbox delivery confirmation.
• Do not replace unrelated website/MX DNS records to troubleshoot an account email.

For: Everyone

Check identity, account status and throttling in the right order.

Before you start

• Your intended organisation and invited email address.

Steps

1. Use the current application address and exact account email. Check password-entry mistakes privately.
2. If too many attempts were made, stop and retry after the stated 15-minute window.
3. Use Forgot password? if you do not know the password.
4. Ask an administrator to check Active/Disabled status and whether an invitation was accepted.
5. If you were moved between organisations or sessions were revoked, sign in afresh after the authorised change.

If you get stuck

• No public sign-up exists; ask for an invitation.
• Do not share another person's login or ask the maintainer to reveal a stored password.

For: Everyone

Use the account-security screen while you can still sign in.

Before you start

• An active session and your current password.

Steps

1. Open Your account.
2. Enter the current password and a new unique password of at least 12 characters.
3. Select Update password & revoke sessions. Enter and submit credentials yourself.
4. Sign in again using the new password; other sessions fail on their next request.

If you get stuck

• Current password incorrect: use recovery instead of retrying repeatedly.
• Keep new passwords within 72 UTF-8 bytes to remain compatible with recovery requirements.

For: Administrator

Give each person the role their work requires.

Before you start

• Named users and an agreed review/administration responsibility map.

Steps

1. Use Director for board reading, Director Q&A and report acknowledgement.
2. Use Evidence lead for draft evidence, verification, publication, site maintenance and assurance/action management.
3. Use Administrator only for people who also need invitations, access control, organisation settings, integrations or external sharing.
4. Ensure at least two appropriate people are available when an owner needs an independent action/control reviewer.
5. Explain organisation-wide visibility. A site field or help audience filter is not a site-level security boundary.

If you get stuck

• There is no general self-service role-change or multi-tenant membership UI; resolve changes through an authorised administrator/maintainer procedure.
• Technical maintainer and External reviewer are help audiences, not selectable workspace roles.

See the role comparison ↓

For: Administrator

Issue an invitation without assigning a known initial password.

Before you start

• Administrator access and a working email sender.
• The recipient's correct name/email and intended company/role.

Steps

1. For your own organisation, open Team & sites → Invite a colleague. Enter the name, email and role.
2. For a separate client, use Administration → Create an organisation and enter its initial administrator details.
3. Send the invitation and inspect its delivery/status entry. The account is created only when the recipient accepts.
4. Resend an unused invitation if needed; use the newest email after the one-minute cooldown. Revoke invitations that should no longer grant access.
5. Confirm acceptance in the organisation member roster before counting a director toward publication.

If you get stuck

• Invitations expire after 48 hours; issuance/reissues are limited to 20 per issuing organisation/hour.
• Creating a client organisation does not move your current session or give you automatic access to its evidence.

For: Administrator

Remove current access without rewriting historical records.

Before you start

• A different active administrator account.
• A plan for the person's outstanding ownership/review responsibilities.

Steps

1. Open Administration → Organisation users and find the correct person.
2. Choose Disable & revoke sessions. Confirm the person is marked Disabled.
3. Reassign open/in-progress follow-up actions and active controls to an active colleague.
4. Retain prior submissions, acknowledgements and published rosters. Request successor attestations where needed.
5. Review any group grants or rooms that the person issued; issuer authority is revalidated on access.

If you get stuck

• You cannot disable your own account.
• Disable does not erase evidence or revoke copies already saved by an external recipient.

For: Administrator · Evidence lead

Keep imports and verification tied to the intended month and cutoff.

Before you start

• Real sites and an agreed reporting month/records-to date.

Steps

1. Open Getting started or Overview → Reporting periods → Create reporting period.
2. Enter the reporting month and records-to cutoff and create the Draft.
3. Use that period's Uploads, Claims & verification and View report links from Overview.
4. Check the month and Draft/Published/Signed label before importing or editing.
5. For later/corrected evidence after publication, create a new draft rather than trying to overwrite the sealed period.

If you get stuck

• The main report may prefer the latest published month while a later draft exists; use explicit period links.
• A new integration period needs its own selection and mapping preview.

For: Administrator · Evidence lead

Match the schema before previewing an import.

Before you start

• The correct source export and a stable record id per row.
• An intended draft reporting period.

Steps

1. Open Evidence uploads for the draft and download the matching template.
2. Keep every template header, including optional columns; fill required values and leave genuinely unknown optional values blank.
3. Use exact registered site names where applicable and ISO dates. Use the required enum and true/false values from the field reference below.
4. Save a .csv no larger than 10 MB; split focused datasets when necessary.
5. Preview the file before confirmation and reconcile counts/sample records with the source.

If you get stuck

• Changing headers to friendly labels breaks exact mapping.
• Do not invent completed dates or missing evidence to make a row pass.

See all eight evidence templates and field formats ↓

For: Administrator · Evidence lead

Import a checked snapshot and update draft verification afterwards.

Before you start

• A Draft period, a prepared CSV and the matching evidence source selection.

Steps

1. Open the period's Evidence uploads screen and choose the evidence source.
2. Choose the CSV file. Review the row count, parsed values and every validation message.
3. Correct all errors in the source file and preview again. Check reporting period and source type.
4. Select Confirm & import snapshot only when the preview is correct.
5. Confirm the Imported sources entry, then review Evidence health and run verification to regenerate findings.

If you get stuck

• Published/Signed period: use a new draft.
• Exact duplicate rejected: do not rename/reformat the same export to bypass duplicate protection.
• Different overlapping files can still add duplicate business rows; reconcile scope first.

See all eight evidence templates and field formats ↓

For: Administrator · Evidence lead

Fix data before reprocessing rather than suppressing validation.

Before you start

• The preview/job error and the original source record.
• For API imports, an administrator and the client integration owner.

Steps

1. Identify the exact row and field named in the preview or integration job results.
2. Check required columns, ISO dates, allowed status/risk/type values, true/false booleans and exact site names.
3. Correct the source record or mapping; do not change a published period.
4. For CSV, preview the corrected file again. For changed API data, submit a new event ID with complete mapped records.
5. Reconcile imported/rejected counts and rerun draft verification when the import completes.

If you get stuck

• Replay is for a resolved temporary/state failure; it cannot magically correct an invalid payload.
• An API 202 only means queued. Inspect the final job status.

See all eight evidence templates and field formats ↓

For: Administrator · Evidence lead

Preserve the historical report while making later records explicit.

Before you start

• A record of what was imported and which reports used it.

Steps

1. Check whether the original report is Draft or already sealed.
2. Do not repeatedly append overlapping CSV exports to simulate updates. Exact-file protection does not deduplicate every business record.
3. Use the integration stable source-ID/revision workflow for ongoing updates where configured.
4. For published evidence, create a new draft/report and explain the correction; keep the original snapshot.
5. If a mistaken draft upload requires removal, ask the maintainer for an approved scoped correction; there is no general delete-upload button.

If you get stuck

• Closing a follow-up action does not repair imported CorrectiveAction rows or rewrite a finding.
• Do not edit the ledger or historical fingerprints to hide an import error.

For: Everyone

Check the retained records before accepting a control, action or attestation.

Before you start

• Organisation access and a submitted supporting snapshot.

Steps

1. Open the relevant action, control submission, attestation revision or meeting response.
2. Select Read captured evidence or its captured-evidence link.
3. Check filename, source type, number of actual records and capture time; read the rows against the statement or closure criteria.
4. Use consistency details to inspect the stored fingerprint where shown. Treat it as a stored-copy check, not a blockchain attestation.
5. Ask for a focused resubmission when records are absent, irrelevant, too large or inconsistent.

If you get stuck

• Supporting snapshots need 1–1,000 records and at most 2 MB.
• Consistency failure: do not approve; ask an administrator/maintainer to investigate and retain evidence of the failure.

For: Administrator · Evidence lead

Define the statement and scope the verification engine will assess.

Before you start

• A selected Draft period and supporting source records.

Steps

1. Open Management claims through the intended period's Claims & verification link.
2. Choose the appropriate claim type and enter an exact site name or all for scope.
3. Write the management assertion. Complete relevant training percentage/course, inspection type/month or policy reference fields.
4. Save the claim and inspect its statement/scope.
5. Run verification after all evidence/claim changes; earlier findings are cleared and must be regenerated.

If you get stuck

• Policy reference ID must identify the actual record in the selected reference table.
• An attestation is a separate manager-owned confirmation workflow, not a shortcut to Verified.

For: Administrator · Evidence lead

Generate current evidence checks for the selected draft.

Before you start

• A Draft period with the intended evidence/claims.
• Awareness of missing sources and scope limitations.

Steps

1. Open Overview or the selected period's Management claims page.
2. Select Run verification after completing imports and claim edits.
3. Open the report and read each finding's status, summary, source references and limitations.
4. Use Evidence health to investigate missing, stale or incomplete evidence.
5. Correct source data or clarify claims where appropriate, rerun verification and confirm the final result before publishing.

If you get stuck

• No findings available is not a clean assurance result.
• A published period cannot be rerun; use a later draft for changed source evidence.

See the ten verification check families ↓

For: Everyone

Review the evidence behind the headline figures.

Before you start

• A reporting period with verification findings.

Steps

1. Open the intended period's View report link from Overview.
2. Confirm the month, records-to cutoff and Draft/Published/Signed state.
3. Read prioritised matters, duty rollups and the verification table. Interpret each status within its stated evidence scope.
4. Open finding source links and compare management's assertion with the supplied records and limitations.
5. Review missing sources, director questions and acknowledgements before drawing conclusions. Use a Director question or assigned follow-up when clarification is needed.

If you get stuck

• A percentage is not a compliance rating; denominators come from supplied data.
• Site references may include passing records. Do not infer failure locations from a source list alone.

See the ten verification check families ↓

For: Administrator · Evidence lead

Seal a verified draft with its director roster.

Before you start

• A Draft period with current verification findings.
• At least one accepted director account and the intended report roster.

Steps

1. Check the selected period's evidence, claims, findings and limitations.
2. Confirm directors accepted their invitations and the roster is correct before sealing.
3. Run verification after the final source/claim change.
4. Select Publish report. Reopen the report and confirm Published state.
5. Direct directors to read, ask questions and acknowledge. Use new drafts for subsequent evidence changes.

If you get stuck

• Publication is blocked without findings or a director roster.
• There is no self-service unpublish/rewrite operation. Corrections must preserve the original record.

For: Everyone

Create a shareable copy without changing the report.

Before you start

• Authorised access to the intended report.
• A deliberate decision about who may receive the exported file.

Steps

1. Open the correct report from Overview → Reporting periods.
2. Choose its PDF download, or use the report print view/browser print option.
3. Check the downloaded month, cutoff, findings and page layout before distribution.
4. Share through your organisation's approved channel. For limited external access, consider a review room rather than emailing unrestricted copies.

If you get stuck

• Let the free service wake before retrying a temporary rendering error.
• The maintainer can check canonical hostname, renderer installation and memory. Do not disable authentication as a workaround.

For: Everyone

Compare the selected period with the available published baseline.

Before you start

• A period with verification findings; an earlier published period if historical comparison is needed.

Steps

1. Open Assurance workspace → Briefing and select the reporting period.
2. Read which earlier published/signed month is used as the baseline, or the explicit no-baseline message.
3. Review new/changed concerns and deteriorating evidence sources; open their source links.
4. Review current overdue actions and unanswered questions separately from the historical comparison.
5. Select matters for a board meeting pack or assign follow-up work through the corresponding workspace tools.

If you get stuck

• An empty draft needs imports/verification before it supports conclusions.
• Removed checks are not treated as resolved, and no baseline does not mean no risk.

For: Administrator · Evidence lead · Director

Keep the board dialogue linked to report findings.

Before you start

• A reporting period; Director role to ask, Administrator/Evidence lead role to respond.

Steps

1. As a director, open Director Q&A and confirm the intended report context.
2. Write a specific evidence question and select Record question.
3. As management, read the question and copy relevant same-period Finding IDs from the verification table.
4. Enter a response and the comma-separated Finding IDs, then select Record response.
5. Inspect the derived response evidence status and source links. Assign a separate follow-up action if work remains.

If you get stuck

• An administrator does not use the Director question form; attestation challenges are a separate option.
• A response without supporting verified findings can remain Unverified. A response does not itself close an action.

For: Director

Record review while keeping qualifications and questions explicit.

Before you start

• A Published report and your account on its frozen director roster.

Steps

1. Read the report, supporting records and limitations.
2. Ask any required questions and inspect management's evidence responses.
3. Open the Board acknowledgement section and add an optional review note.
4. Select Acknowledge report once. Confirm your acknowledgement is recorded.
5. When all rostered directors have acknowledged, the period becomes Signed.

If you get stuck

• A later invited director cannot acknowledge a report whose publication roster did not include them.
• Disabled roster members or outstanding board issues need an authorised governance decision; do not rewrite the historical roster.

For: Everyone

Check evidence quality before verification and board review.

Before you start

• A reporting period with its intended records-to cutoff.

Steps

1. Open Evidence health and select the period.
2. Confirm whether the page is assessing current draft records or a published sealed snapshot.
3. Inspect missing/stale/undated sources, after-cutoff dates, expired/expiring licences and incomplete training rows.
4. Review which registered sites appear in site-based sources. Reconcile coverage with operational owners.
5. Inspect Connection health now separately; administrators can open Integrations for detailed job results.
6. Correct the source or record limitations, then rerun draft verification where relevant.

If you get stuck

• Freshness uses a fixed 30-day pilot threshold for selected dated sources.
• Health does not infer missing workers or certify that every required inspection occurred.

For: Administrator · Evidence lead

Create accountable work alongside the preserved report.

Before you start

• An active owner in your organisation and a clear required outcome.

Steps

1. Open Follow-up actions → Assign a new action, or use Assign follow-up from a finding/question.
2. Enter a clear title, description, priority and Sydney-calendar due date.
3. Choose the responsible owner and, if applicable, the period/source to capture.
4. Save and confirm the action appears with the intended owner, deadline and original source summary.
5. Use filters to review Open/In progress/In review work and overdue dates.

If you get stuck

• Imported CorrectiveAction evidence is not changed by this assignment.
• Ask users to configure Alerts if they want scheduled reminders; assignment-change emails are separate.

For: Everyone

Base closure on actual retained supporting records.

Before you start

• You own an Open/In progress action, or are its independent administrator/evidence-lead reviewer.
• A supporting upload of 1–1,000 actual records, at most 2 MB, in the same organisation.

Steps

1. As owner, open the action and select Start work when appropriate.
2. Explain what was completed and how the evidence supports it; select the supporting upload and Submit for independent review.
3. As a different administrator/evidence lead, open the captured records and assess their relevance and limitations.
4. Record a meaningful rationale and Approve & close, or Return to owner with required improvements.
5. Confirm Closed or In progress status and inspect action history and retained submissions.

If you get stuck

• Neither the owner nor submitter can approve their own evidence.
• A later-period upload can support corrective work, but cannot rewrite the original published report.
• Consistency failure blocks approval; investigate before resubmitting.

For: Administrator · Evidence lead

Handle leavers, changed deadlines and insufficient closure evidence.

Before you start

• A reason for the change and an active replacement owner where needed.

Steps

1. For Open/In progress work, expand Reassign owner or change deadline.
2. Choose the active colleague, revised deadline and reason, then save.
3. For an In review action, an independent reviewer can Return to owner with a meaningful explanation.
4. For a Closed action, expand Reopen action, enter the reason and reopen for work.
5. Inspect the event history and retained evidence; refresh if a stale-version error appears.

If you get stuck

• Only current owners progress their own work.
• Reassignment does not grant the original submitter permission to self-approve.

For: Administrator · Evidence lead

Set expectations for the evidence reviewers should inspect.

Before you start

• An active owner, an optional registered site and agreed review criteria.

Steps

1. Open Assurance workspace → Critical controls → Define a critical control.
2. Write the control title and the required evidence/review criteria in practical terms.
3. Choose its responsible owner, optional site and review frequency from 1–365 days.
4. Create the control and inspect Missing status until an observation is submitted.
5. Use Change owner or archive to maintain ownership or retire the control without deleting history.

If you get stuck

• A control's site field does not restrict who can view it within the organisation.
• Criteria changes should be handled with a deliberately defined replacement control and retained history.

For: Everyone

Record whether evidence supports the defined criteria.

Before you start

• An active control assigned to you, or independent administrator/evidence-lead review access.
• A focused supporting upload and a non-future observation date.

Steps

1. As owner, open the control and select Submit an observation with evidence.
2. Enter the observation date, Supported or Gap assessment, explanation and supporting upload.
3. Submit and confirm Awaiting review.
4. As a different administrator/evidence lead, read captured evidence and choose Accept the recorded assessment or Return for further evidence, with a rationale.
5. Review the resulting state and retained history. Submit later evidence after improvements or when the review cycle requires it.

If you get stuck

• Accepting an assessment that identifies a gap keeps Gap status.
• A current owner or original submitter cannot independently approve it.
• Current describes timing/assessment, not certification of effectiveness.

For: Administrator · Evidence lead

Name the statement, period and accountable manager.

Before you start

• A reporting period, active responsible manager and precise statement/scope.

Steps

1. Open Assurance workspace → Attestations → Request an attestation.
2. Choose the period and responsible manager.
3. Write the statement to confirm and a specific site/activity/business scope.
4. Save the request and have the owner submit their own basis, qualifications and evidence.
5. If the owner leaves, retain the original request and create a new one for the successor.

If you get stuck

• Attestation is separate from a typed Management claim and does not run the verification engine.
• Do not ask someone else to submit using the owner's account.

For: Everyone

Preserve the exact basis for each management assertion.

Before you start

• You are the requested statement's owner.
• Supporting evidence when choosing Confirmed or Qualified.

Steps

1. Open the statement in Attestations and read its period/scope.
2. Choose Submit or revise your statement.
3. Select Confirmed, Qualified or Unable to confirm and explain the basis, qualifications and limitations.
4. Select a focused supporting upload for Confirmed/Qualified; explicitly state the evidence gap when Unable to confirm.
5. Record the submission and inspect the captured records and revision timestamp. Respond to any director challenge separately.

If you get stuck

• Earlier challenges stay attached to their original revision.
• No evidence: choose Unable to confirm rather than asserting unsupported confirmation.

For: Administrator · Director

Keep challenge ownership and the exact revision clear.

Before you start

• Another manager's submitted attestation; its owner must respond.

Steps

1. Open the relevant revision and choose Challenge this submission.
2. Ask a specific question or request the missing evidence and record it.
3. The statement owner opens the challenge and saves a management response.
4. As the original challenger, inspect the response and supplied basis; add your resolution rationale only when satisfied.
5. Select Resolve challenge. Leave unresolved challenges open when the issue remains.

If you get stuck

• You cannot challenge your own submitted statement.
• Another administrator cannot resolve someone else's challenge, and a new revision does not automatically resolve the old one.

For: Administrator · Director

Add a subsidiary to a director's read-only portfolio.

Before you start

• The subsidiary's Administrator approval.
• A named active ZoneProof account in a different home organisation.

Steps

1. As subsidiary administrator, open Group oversight → Grant an external director or group officer oversight.
2. Review the organisation-wide read-only scope. Enter the existing account email and a duration of 1–365 days.
3. Offer the grant. The recipient signs into their normal home account and opens Group oversight.
4. The recipient accepts the named company's offer.
5. Open the organisation summary to inspect current action summaries, latest published findings, site coverage and supporting records.

If you get stuck

• An email with no existing active account cannot receive this grant.
• An unaccepted, revoked, expired or issuer-invalid grant does not provide oversight.

For: Everyone

Capture selected issues before the board meets.

Before you start

• An active workspace account, a meeting date and relevant findings/questions/actions/attestations/controls.

Steps

1. Open Assurance workspace → Meetings → Prepare a meeting and create a dated Draft.
2. Open the meeting and choose Select an issue and request a response.
3. Select the source issue, response owner and the specific question management should address; add it to capture its source state.
4. The assigned owner records a management response and optionally attaches a focused supporting upload while the pack remains Draft.
5. Review unanswered requests and evidence before asking a director/administrator to seal the briefing.

If you get stuck

• Later source changes do not replace an already captured issue.
• A sealed meeting cannot accept more responses; create a later meeting for further developments.

For: Administrator · Director

Preserve the issues and responses that were prepared for the meeting.

Before you start

• A Draft meeting with at least one selected issue.
• A reviewed decision about outstanding unanswered requests.

Steps

1. Read every selected issue, recorded source status, management response and supporting evidence.
2. Confirm unanswered requests are acceptable to leave explicitly unanswered in this pack.
3. Select Seal meeting briefing as a director or administrator.
4. Confirm Sealed state and download PDF or printable HTML.
5. Check the exported content and distribute it through an approved channel or a deliberately selected external review room.

If you get stuck

• Only a director/administrator seals; an evidence lead can prepare/respond but not seal.
• If PDF rendering fails, use the HTML export. Neither export is an independent Polygon attestation.

For: Administrator

Disclose a selected frozen report/evidence pack to one named recipient.

Before you start

• A published/signed report and a working account-email sender.
• Your organisation's authority to disclose the selected confidential/personal records.

Steps

1. Open Review rooms and choose a published report to preview.
2. Read the included findings, claims and health summary. Select only the raw report uploads needed for this recipient; optionally choose sealed meeting packs, including their response evidence.
3. Enter a descriptive room title, recipient email and expiry of 1–30 days.
4. Confirm the specific disclosure and select Create room & email access link.
5. Inspect delivery status and later access history. Revoke the room if it should no longer be available.

If you get stuck

• Drafts cannot be shared through rooms. Limit selection to ten uploads and ten packs within 8 MB.
• Delivery failure revokes the room; fix email configuration and create a replacement.
• Review selected personal information yourself; the app cannot determine disclosure authority.

For: External reviewer

Review selected material without acquiring a workspace account.

Before you start

• A confidential unredeemed invitation and the intended private browser/device.

Steps

1. Check the invitation issuer and ZoneProof hostname. Do not forward the link.
2. Open the email link before the room expiry and select Open confidential review room.
3. Read the selected report, evidence and meeting material. Access is recorded and is read-only.
4. Continue using the same browser session for later reads, within seven days or the room expiry.
5. If access is lost, contact the issuer for a replacement room; do not ask another reviewer to share their session.

If you get stuck

• Refreshing before redemption removes the fragment; reopen the email if it is still unused.
• Already redeemed, expired, revoked or new browser: the issuer must review access and issue a replacement.
• Saved copies cannot be recalled, so follow the issuer's confidentiality instructions.

For: Administrator

Stop future access and preserve the sharing trail.

Before you start

• Administrator access in the organisation that issued the room or grant.

Steps

1. For a room, open Review rooms, find the correct recipient/title and select Revoke link and browser access.
2. For company oversight, open Group oversight → Access granted by this organisation and select Revoke access.
3. Confirm Revoked status and inspect access/history entries where available.
4. Notify the recipient through your approved channel if required by your organisation's process.
5. If information was already saved outside ZoneProof, handle those copies under your organisation's disclosure/incident procedure.

If you get stuck

• Revocation cannot recall previously downloaded material.
• Disabling or demoting the issuing administrator also invalidates their current grants/rooms; reauthorisation must be deliberate.

For: Administrator

Use a native connection only where it is actually implemented.

Before you start

• A Draft period, registered sites, real evidence properties and an authorised client-system owner.

Steps

1. Open Integrations and choose Evidence API for a client backend/automation export, or HubSpot for the supported read connector.
2. Confirm the source contains the chosen evidence type rather than ordinary unrelated CRM fields.
3. Use CSV or client-managed API automation for systems without a native sign-in adapter.
4. Choose the period, sites and history and preview exact field mapping before enabling updates.
5. Agree who owns source evidence and any optional task/report-link write-back fields.

If you get stuck

• Salesforce, Dynamics and SafetyCulture have no native OAuth adapter here.
• The free alerts scheduler is not an integration worker; plan manual operation or a maintained worker explicitly.

For: Administrator

Connect read-only contacts/company properties that hold evidence.

Before you start

• Registered HubSpot app credentials/callback configured by the technical maintainer.
• A client account authorised to approve the requested provider scopes.

Steps

1. Open Integrations and choose HubSpot.
2. Sign into the correct HubSpot account and inspect the requested read consent before approval.
3. Confirm the connected account and select the supported source object and evidence type.
4. Map the actual evidence properties and choose period/site/history scope.
5. Review a clean preview, enable updates and run a controlled sync; reconcile sample records and final job status against HubSpot.

If you get stuck

• Missing client credentials or provider permissions require maintainer/client action; the UI cannot invent an OAuth app.
• The provider grant may cover all contacts/companies even though import filters are narrower.
• Pagination/provider limits and custom-property availability need client-specific acceptance.

For: Administrator

Validate the exact connector settings before activation.

Before you start

• A supported connection, an available sample and a selected Draft period.

Steps

1. Choose one target evidence type and the actual record date/history property.
2. Map each required target field to an exact source key; transform source-specific enum values in the client workflow if needed.
3. Choose the registered sites and history window. Unchecked sites means all registered sites, not no access.
4. Preview and inspect row values, exclusions and errors; resolve every rejection.
5. Enable within the 15-minute preview approval window. Re-preview if settings or period change.
6. For a new reporting period or changed imported scope, choose a new draft and explicit preview; do not expect automatic monthly roll-forward.

If you get stuck

• At least one valid in-scope record is required.
• Unknown sites reject the batch; use exact registered names.
• A sample preview does not itself import the sample.

For: Administrator

Give the client developer a scoped ingestion contract.

Before you start

• An Evidence API connection activated after a clean mapping/scope preview.
• A secure server-side place for the one-time incoming key.

Steps

1. Save the one-time bearer key privately in the client's backend/automation secret store, never in browser code or a support message.
2. POST JSON to /api/integrations/CONNECTION_ID/ingest with Authorization: Bearer and the saved key.
3. Include a stable eventId and 1–1,000 complete mapped records, within 2 MB; stay within the 60 requests/minute/connection cap.
4. Retry identical batches with the same event ID. Use a new event ID after changing corrected records.
5. Poll the same endpoint with ?jobId=JOB_ID or inspect Integrations until the job completes; reconcile imported/rejected counts.
6. Preserve stable source-record IDs for revisions and published snapshot protection.

If you get stuck

• 202 is queued, not imported. Manual-mode or worker availability determines progress.
• Event ID with changed payload conflicts; organisation/type/period come from the connection, not client-supplied tenant fields.
• Disconnect/rotation invalidates old incoming keys.

For: Administrator

Distinguish source-data errors from transient delivery problems.

Before you start

• The connection's latest sync/job records and access to the responsible source owner.

Steps

1. Open Integrations and inspect status, last successful sync, row errors, queued jobs and retry dates.
2. For invalid records, correct data/mapping at source and submit a new corrected event ID.
3. For a temporary/provider or draft-state failure, resolve the cause before using Replay and Process now.
4. On the free pilot, use Sync now/Process now as appropriate. Ask the maintainer to verify a worker before expecting continuous reconciliation or timed retries.
5. Reconcile source counts and sample values with final COMPLETE results, then review health and draft verification.

If you get stuck

• A displayed next-sync time is not proof that a worker is alive.
• A changed published record needs a new draft.
• Repeated permanent errors require the maintainer/source owner, not unlimited replay.

For: Administrator

Keep source evidence ownership and outbound approval explicit.

Before you start

• An allowlisted HTTPS receiver configured by the technical maintainer.
• An agreed field-ownership policy and receiver signature/idempotency validation.

Steps

1. Configure the permitted client automation destination and signing arrangement privately.
2. Review the proposed outbound task/report-link payload and its source/period references.
3. Approve only the intended action; no outbound delivery should be inferred from merely creating a proposal.
4. Use Send approved action now in manual mode, or monitor the maintained worker.
5. Have the receiver validate signature/time, deduplicate and update only agreed ZoneProof-owned fields. Confirm the CRM result and retained delivery status.

If you get stuck

• There are no unrestricted native CRM writes.
• A changed destination invalidates pending approvals; an in-flight operation can still finish during a pause.
• CRM task completion is not independent evidence verification.

For: Administrator

Stop future source/destination access deliberately.

Before you start

• An understanding of pending jobs and any in-flight outbound deliveries.

Steps

1. Open the correct connection in Integrations and inspect current jobs/delivery acknowledgements.
2. Pause to cancel pending work and revoke incoming API access when temporarily stopping the connection.
3. Disconnect to remove saved provider credentials, signing secrets and write-back destination.
4. Revoke the app from the provider account when access is no longer needed.
5. Retain and review imported evidence, revisions and history; re-preview and rotate keys deliberately before re-enabling.

If you get stuck

• In-flight imports or requests can complete before the pause takes effect; reconcile them.
• Disconnect is not a delete-history operation.

For: Everyone

Use both the organisation and personal opt-in controls.

Before you start

• An active account and configured account-email delivery.
• An administrator to enable the organisation policy.

Steps

1. As administrator, open Alerts, enable organisation scheduled delivery and set the due-soon window (0–30 days) and overdue escalation delay (1–90 days). Save the policy.
2. Each colleague opens Your email preferences and saves their reminder/escalation and/or weekly digest choice.
3. Check owners and Sydney-calendar due dates on follow-up actions.
4. The daily job processes eligible notifications. An administrator can also choose Process this organisation's due notifications now.
5. Inspect Delivery status for queued, accepted, retrying, cancelled or failed jobs. Use saved preferences to opt out later.

If you get stuck

• Both gates default off. An enabled organisation policy alone does not subscribe everyone.
• The daily schedule is best effort; it is not emergency escalation or an exact-time SLA.
• Assignment-change and password/invitation emails are separate from scheduled preferences.

For: Administrator · Technical maintainer

Check policy, eligibility and provider acceptance before replaying.

Before you start

• The notification job ID, intended recipient role and current action state.

Steps

1. Verify organisation automation and the recipient's relevant opt-in are enabled.
2. Check that the account is active and that the action is still open, assigned to the expected owner and has the expected due date.
3. Inspect Queued/Retry/Failed/Cancelled/Sent status and next-attempt timing. Closed/reassigned/rescheduled or opted-out work can correctly cancel a job.
4. Ask the maintainer to inspect the daily GitHub Actions run and provider delivery/bounce logs, without copying tokens or email links.
5. Resolve the underlying cause before a controlled replay of terminal failures; inspect provider acceptance/idempotency history to avoid duplicate messages.

If you get stuck

• A pass processes at most 50 jobs and retries up to five attempts; backlog needs later invocations.
• Sent is provider acceptance, not proof the inbox received it.

For: Everyone

Retrieve source-backed records within supported categories.

Before you start

• Relevant reporting/workspace data and the intended reporting period.

Steps

1. Open Evidence assistant and select a reporting period if needed.
2. Ask a supported question, such as Which actions are overdue?, What evidence is missing or stale?, Which controls need attention? or Which director questions are unanswered?.
3. Read the result category, cutoff/as-of dates, total records and limitations.
4. Open each relevant source to inspect the underlying statement, evidence and status.
5. If unsupported, rephrase to a listed category. Check coverage and verification before interpreting empty results.

If you get stuck

• No external model is used. Predictions, unrestricted conversational reasoning and cross-company AI are not implemented.
• Source-record sites can include passing activities; they do not automatically identify exception locations.
• The first 100 matches are shown with the total.

For: Everyone

Inspect stored consistency separately from blockchain confirmation.

Before you start

• An organisation reporting record and authorised access.

Steps

1. Open Integrity ledger and select Verify chain.
2. Read PASS or FAIL and the number of entries checked.
3. Inspect the event sequence, snapshot payload and hashes for the relevant entry.
4. Download its proof and retain it through your organisation's approved recordkeeping process.
5. Read Polygon status separately; use independent verification when an external anchor is expected.

If you get stuck

• FAIL: stop relying on the affected record and ask the maintainer to preserve/compare evidence. Do not repair hashes to hide a mismatch.
• A valid local chain without an external anchor is not independent blockchain proof.

For: Everyone

Distinguish Not anchored, Queued and confirmed network observations.

Before you start

• Integrity ledger access; a configured network if anchors are expected.

Steps

1. Open Integrity ledger and read whether Polygon is configured or disabled.
2. For each relevant event, inspect its network, queue/transaction state and confirmations.
3. Use View transaction and Check on-chain where available to refresh the network observation.
4. Ask the maintainer to verify the expected trusted signer and independent proof when external assurance is required.
5. If disabled or unfunded, retain the local proof and plan separate Amoy activation rather than claiming a transaction exists.

If you get stuck

• Cached confirmations are not a fresh network check.
• Action/control/attestation/meeting fingerprints are not new Polygon anchors.
• Mainnet activation is separate and incurs real network fees.

For: Technical maintainer

Technical checklist for a separately approved funded test setup.

Before you start

• Authorised signer custody and an independently recorded trusted public address.
• An Amoy RPC provider, test POL funding and protected worker secret storage.

Steps

1. Read the repository Polygon protocol/operations guide and confirm Amoy chain 80002 is the intended target.
2. Create/manage a dedicated signer through the team's approved custody process; never paste its private key into help, chat, browser code or Git.
3. Configure the worker's network/RPC/trust/confirmation/cost settings privately and fund only the intended test wallet.
4. Enable the anchor worker and queue/publish a controlled synthetic record on the test deployment.
5. Observe the mined transaction and independently verify the downloaded proof against the trusted signer and network before claiming activation.

If you get stuck

• The current pilot leaves Polygon disabled until this separate activation.
• Do not enable chain 137 or real-fee custody changes without explicit organisational approval.

For: Technical maintainer

Use a trusted signer record outside the application database.

Before you start

• A downloaded proof with an anchor and a separately trusted public signer address.
• Repository access, an appropriate network RPC and the technical runbook.

Steps

1. Preserve the original downloaded proof and note its expected network and event.
2. Use the repository proof:verify command with the proof file, independent trusted signer and matching network/RPC settings.
3. Inspect local payload/hash/sequence validation and the fetched transaction/receipt checks.
4. Confirm digest, self-addressed zero-value transaction, signer and confirmation policy match expectations.
5. Retain the verification result, transaction reference and trusted signer record independently.

If you get stuck

• No anchor: the CLI cannot claim on-chain verification of an unanchored local proof.
• Wrong signer/network or edited payload: reject the proof and investigate; do not relabel it.

For: Everyone

Understand the actual access boundaries before onboarding records.

Before you start

• Your organisation's data classification, disclosure and retention requirements.

Steps

1. Use individual accounts with appropriate roles and long unique passwords.
2. Review organisation-wide membership and independent-review responsibilities; site selection does not restrict access.
3. Grant cross-company oversight or external rooms only to deliberate recipients after reviewing the scope.
4. Store source/provider/signing credentials in approved secret storage and keep access links private.
5. Have the technical team validate security, residency, tested backup recovery and capacity against client requirements before wider rollout.

If you get stuck

• MFA/SSO and site/field-level authorisation are not implemented.
• The pilot does not itself establish a residency commitment, certification or availability SLA.

For: Administrator · Technical maintainer

Use an approved procedure beyond targeted report downloads.

Before you start

• Verified authority, a defined scope and applicable organisational recordkeeping requirements.

Steps

1. Identify the organisation, relevant period/data classes and the authorised requester through an approved channel.
2. Use existing report, meeting and proof exports when those targeted records satisfy the request.
3. For a complete export or deletion, have the maintainer plan a scoped, audited database procedure and retention review; no general self-service purge exists.
4. Preserve required published/ledger records and a recoverable backup before any approved operational change.
5. Record what was delivered/changed, who approved it and how residual backups/copies are handled.

If you get stuck

• Revoking an account or external room does not erase historical records or saved external copies.
• Do not promise blanket deletion or a complete export from a PDF/proof download alone.

For: Administrator · Technical maintainer

Keep ownership and capacity decisions explicit.

Before you start

• Access to the approved hosting/database/email/GitHub operations dashboards.

Steps

1. Confirm the web/database services remain on the intended free plans and that quotas/spending controls match the owner's preference.
2. Check application readiness, login and a representative private report/PDF after a cold start or release.
3. Use manual integration controls unless a maintained worker is running; inspect the separate alert scheduler and outbox.
4. Review email, storage, compute and Actions usage before onboarding larger datasets.
5. Plan capacity, backup recovery and an approved paid service or host migration when client needs exceed the pilot.

If you get stuck

• Free compute may sleep or scale down and does not imply production SLAs.
• The alert scheduler is not a generic always-on CRM worker.

For: Technical maintainer

Follow the GitHub-to-Render main-branch release path.

Before you start

• Authorised GitHub/hosting access; an app login alone does not grant repository access.
• The source runbooks and required runtime secrets already in approved storage.

Steps

1. Create a reviewed pull request and run the repository's typecheck, regression, migration, production/PDF and container checks.
2. Merge the tested release into main. Render follows main after CI checks; keep the existing startup migration/readiness command.
3. Inspect deployment logs for migration success and healthy startup, without exposing credentials.
4. Verify login and relevant live pages on the canonical hostname; exercise approved synthetic acceptance in a non-production workspace.
5. Record the commit, CI run, migration and acceptance results. Keep the prior compatible release/backup recovery plan.

If you get stuck

• Do not seed public demo accounts into a client deployment.
• A failed startup migration is a deployment issue to investigate; do not bypass schema readiness.

For: Technical maintainer

Assign an owner to each background processing responsibility.

Before you start

• Approved repository/runtime access and the operations/integration guides.

Steps

1. For continuous integrations, run the documented integration worker with the shared database and encryption key, or explicitly use pilot manual mode.
2. Monitor worker process health, oldest pending-job age, retry dates and last successful sync; a scheduled timestamp is not liveness.
3. For alerts, inspect the daily GitHub Actions job and the application's opt-in notification outbox.
4. The scheduler uses a short-lived signed GitHub identity bound to the main workflow, canonical audience and verified immutable repository/owner IDs; no permanent app credential belongs in GitHub.
5. After a host/repository move, update the verified canonical origin/identity allowlist and repeat authenticated scheduling acceptance.

If you get stuck

• Do not run unrelated manual workers against the same signer nonce stream or delete active leases to force progress.
• The free alert job does not process integration reconciliation.

For: Technical maintainer

Use provider verification without exposing credentials.

Before you start

• Approved domain/DNS, email-provider and hosting access.
• A consenting controlled inbox for acceptance.

Steps

1. Read the password-recovery runbook and verify the chosen sending domain with the provider's exact current DNS values.
2. Keep fragment-link click/open tracking off and create a sending-only key scoped to that sender through the approved credential process.
3. Enter the key privately in the hosting environment, with the sender and canonical HTTPS application URL. Never put values in source or screenshots.
4. Redeploy and test account-email delivery to a consenting inbox; inspect provider acceptance, delivery/bounce details and hostname.
5. Test the recipient-owned invitation/reset workflow and retain only non-secret acceptance results.

If you get stuck

• Website DNS and email DNS are separate; preserve existing MX/SPF/site records.
• If delivery fails, inspect quotas/configuration privately rather than repeatedly requesting links.

For: Technical maintainer

Preserve both records and the secrets needed to use them.

Before you start

• An approved target, backup/retention policy and secure secret-transfer process.
• A staged restoration and rollback plan.

Steps

1. Back up the complete PostgreSQL dataset, including evidence revisions/captures, ledger/anchors, meetings, rooms and notification state.
2. Back up required encryption/auth/signing secrets separately with controlled access; encrypted integration data cannot be recovered from the database alone.
3. Restore to a controlled target and apply the documented versioned migrations through a safe release process.
4. Test login, tenant isolation, reports/PDF, snapshots, proof verification, integrations and the alert scheduler before switching traffic.
5. Update the canonical hostname, DNS and provider callbacks only after validation. Revoke old access after replacement verification and preserve approved recovery records.

If you get stuck

• A successful backup command is not a successful restore drill.
• Moving the domain/repository also requires scheduler audience/identity and OAuth/webhook configuration review.

For: Everyone

Collect useful evidence without weakening access controls.

Before you start

• The page/task, approximate time and timezone, and a redacted visible error.

Steps

1. Allow an idle free service time to wake, then retry once and confirm the intended application hostname.
2. Check whether other pages work and whether your session/role is still valid.
3. For PDFs, try the appropriate print/HTML alternative and a smaller focused briefing when available.
4. Ask the maintainer to check deployment/readiness, provider status, database connectivity, renderer resources and bounded queue health.
5. Escalate with the support checklist; do not send private access links or switch a protected report to public.

If you get stuck

• Repeated login/import attempts can trigger limits or duplicates.
• A failed ledger/evidence consistency check needs investigation, not a normal retry that ignores the warning.

For: Everyone

Make it possible for the right owner to reproduce the issue.

Before you start

• Your organisation's administrator or technical support contact.

Steps

1. Describe the intended task and the page path, without a token fragment or secret-bearing URL.
2. Record the approximate time and timezone, your role, reporting period and non-secret action/job/record ID where relevant.
3. Copy the visible error and a redacted screenshot. State what you expected and what happened.
4. Send account/invitation/ownership issues to the administrator; send hosting/email/worker/provider issues to the technical maintainer.
5. Use an approved secure channel if the authorised investigation later needs confidential source evidence.

If you get stuck

• Never include passwords, access tokens, reset/review/invitation links, database URLs or wallet keys.
• There is no built-in ticket desk or guaranteed response-time service in the current pilot.