Documents, e-signature and terms acceptance

TrackCrown keeps three kinds of agreements: documents attached to a partner or advertiser (contracts, insertion orders, tax forms), network terms every partner must accept, and offer terms for individual offers. Every signature and acceptance is recorded with time, user, hashed IP address and browser.

Documents#

Upload and share a document#

1. Open the partner (Partners → Affiliates → partner) or advertiser (Offers → Advertisers → advertiser) and select the Documents tab.
2. Choose the File: PDF, PNG, JPG/JPEG, WEBP, TXT, CSV, DOC/DOCX or XLS/XLSX, up to 10 MB. The content is checked against the extension; a renamed file is refused ("The file does not look like a .pdf file.").
3. Optionally enter a Title (defaults to the file name).
4. Switch on Share with the account (portal) to make it visible in their portal, and/or Request their signature (which also shares it).
5. Upload. Without sharing, the document is Internal: only staff see it.

Files are stored in the platform's object storage (S3-compatible, or local storage on single-server installs).

Document actions#

From a document's menu: Share with the partner / Hide from the partner (advertiser on advertiser pages), Signature… and Delete (removes the file from storage; cannot be undone). Documents the account uploaded themselves are always visible to them and show Uploaded by you in their portal.

Signatures#

Open Signature… and pick a Method:

Click to sign, from the account's side: the document appears under Waiting for your signature in Documents (/partner/documents or /advertiser/documents). The signer opens it, types their Full legal name (at least 3 characters), ticks "I have read this document and agree to sign it electronically." and clicks Sign document. The status becomes Signed; the name, time and hashed IP are stored and staff get the notification "Document signed: …". The badge on your side shows who signed and when.

Notifications#

• Partner or advertiser uploads a document → staff notification "New document from …".
• You request a signature → the account is notified "Document to sign".

Network terms#

Network terms are your own partner agreement, separate from the brand's Terms of Service.

Write and publish#

1. Open Partners → Partner program → Terms (admins and owners can edit).
2. Write the Terms in Markdown.
3. Optionally fill Version label for the next publish (leave empty to number automatically).
4. Click Publish new version — every partner must accept again — or Save text only to correct a typo in the current version without asking anyone to re-accept.

Saving empty terms removes them: the brand's standard terms apply again and nothing is required at sign-in.

Once published, the section shows the Current version, its date and how many active partner users accepted it, plus the Public terms page: https://app.trackcrown.com/join/<workspace-slug>/terms. The application form links to it.

What partners experience#

• On sign-up the terms checkbox links to your terms and the acceptance of the current version is logged.
• After you publish a new version, a partner user who has not accepted it is redirected to /accept-terms at their next visit and must tick the box before using the portal. If you publish again while they are reading, they get "The terms were updated while you were reading. Review the new version and accept again."
• Staff using View as partner are never asked and cannot accept on the partner's behalf.

Re-acceptance without a new version#

Under Re-acceptance, Revoke all acceptances makes every partner accept the current version again at their next visit. Revoked entries stay in the log marked Revoked.

Acceptance log#

The Acceptance log on the same tab lists every acceptance of network and offer terms: Accepted, User, Partner, Terms ("Network terms" or "Offer: …"), Version, Status (Valid / Revoked), and hidden IP hash and Browser columns. Export CSV downloads the full log from /app/affiliates/program/terms-export.

Offer terms and offer restrictions#

• Offer terms with Require acceptance are set on the offer's Advanced tab; links fall back until the partner accepts. See Offer access and approvals.
• Restrictions of an approval-only offer must be accepted when requesting access; the acceptance is logged as an offer acceptance with a version derived from the text.

Advertiser program terms#

An advertiser's own partner sign-up page can carry its own terms, versioned separately (logged as adv-<advertiser id>:<version>). See Advertiser sign-up.