Proving what a client agreed to — Help

Sooner or later somebody asks you to prove it. A client disputes a cancellation fee, an insurer wants the signed agreement, a contractor swears they never accepted the site rules. 1pm has recorded every one of those agreements all along, frozen against the exact wording that was live at the time. The Terms history report is where you read them back, and every saved version of your terms can be downloaded as a PDF so you have the words as well as the record.

This article covers the report, what each column proves, downloading a version as a PDF, why the numbers differ from the terms editor, and using the whole thing to find clients still sitting on old terms.

Where the report is

Open Reports in the sidebar and choose Terms history, in the Operations group. It sits with operations rather than finance because it answers a compliance question, and because half its rows usually come from onboarding rather than from bookings.

Pick a terms document from the dropdown and the report runs immediately. Then narrow the date range if you want to (it opens on the current year, in your account's own time zone, so a report run on 1 January is not quietly showing you last year).

Two things about the picker worth knowing:

Every version is included. Choosing a document does not restrict you to its latest wording. The Version column tells you which version each person agreed to.
Archived documents are listed too. The terms you retired two years ago are exactly the ones an audit is most likely to be about, so retiring a document never hides its history.

What a row proves

One row per agreement, and the columns are chosen to answer the question somebody is actually asking:

Version. Which version of your terms this person agreed to, as v3. The whole point of the terms library is that this never changes afterward.
Agreed. The date and time, in your account's time zone. An audit report that stamps a signature with the wrong day is worse than no report at all, so this one uses your zone rather than the server's.
Who and Email. The person who agreed. A row with no name recorded reads "Not recorded" rather than leaving you with an empty cell to interpret.
Type. Confirmation for a client signing a booking confirmation, Agreement request for a crew member or onboardee accepting a Terms / Agreement request block.
Agreed against. The event or booking it happened on.
Reference. The confirmation number, or the label on the request block. On screen it links through to the record itself.
Status. Where that document stands now.
IP address. The address the acceptance came from.

Download CSV carries two more columns that would wreck the page but matter most in a dispute: the full user agent (the browser and device used), and the content hash of the exact text accepted. Print gives you a clean landscape A4 copy for a file or a pack.

It covers both places an agreement happens

This is the part that catches people out on other systems. 1pm records agreements in two quite different places, and the report reads both:

Signed client confirmations. The client ticked and signed your terms when they confirmed their booking.
Accepted agreement requests. A crew member, contractor, or onboardee worked through a Terms / Agreement request on their own link and accepted there. See getting people to accept and sign your terms.

A report built on confirmations alone would silently under-report every account that onboards its contractors through requests, which for a lot of accounts is most of their agreements.

One asymmetry to be aware of: only the request side stores a content hash, a fingerprint of the precise text that was on screen. Those rows can prove the exact words, not just the version number. Confirmations prove the version, and the version's wording is immutable in the library, which is a strong record but a slightly different one.

Why this count is lower than the History tab's

Open a terms document's History tab and each version shows a count of what is pinned to it. That number can read higher than this report, and both are right:

The History tab counts documents pinned to a version, including drafts nobody has signed yet.
The report counts agreements that actually happened.

A quote or confirmation sitting unsigned in a drawer is pinned to a version without anybody having agreed to anything. The report says so on the page rather than leaving two numbers to disagree in silence.

Downloading a version as a PDF

Reading a version on screen is often not enough. You want the words as a file: to attach to an email, to print, to hand to a lawyer, to drop into your own records alongside the report.

Open Account, then Terms library, open the document and go to its History tab. Every row has a PDF button that downloads that exact version as a document, with your logo, your account name, and the date that version was saved. The filename carries the version number, so downloading two of them gives you two distinct files rather than "terms.pdf" and "terms (1).pdf".

It always renders a saved version, never whatever is currently in the editor. The copy worth keeping is the one that was actually agreed to, not the draft you are part way through improving.

Finding everyone still on old terms

The same report does a second, less dramatic job that is worth a diary note once a quarter. Update your terms and every agreement already signed keeps the wording it was signed with, which is exactly right legally and slightly awkward operationally: you now have clients holding you to a version you have moved on from.

Run the report over a wide date range and read the Version column. Anyone on an older version is a candidate for being brought up to date, usually at the next natural moment (a re-booking, a new confirmation, a fresh agreement request). The print header lists which versions appear in the range, so a printed copy states its own scope: "everyone here agreed to v2 or v3" is the housekeeping answer at a glance.

Building an audit bundle

When somebody wants the full picture, three files cover it:

The CSV from this report, filtered to the person or the date in question, which carries the IP address, the user agent, and the content hash.
The PDF of the version they agreed to, from the History tab.
The confirmation PDF itself, where the agreement came from a booking. See sending a quote or invoice as a PDF.

The report CSV and the version PDF use matching filenames, so the files in a bundle sort together rather than scattering through a downloads folder.

Your terms and conditions library covers writing terms, versions, and defaults.
Getting people to accept and sign your terms covers the Terms / Agreement request that produces half these rows.
Electronic signatures and accepting terms covers what is captured at the moment of signing, and whether it holds up.
Event confirmations covers the client-facing document the other half come from.
Reports covers the rest of the reporting suite.