Many businesses prefer to keep legal terms, approval responsibilities, and disclaimers separate from the artwork itself.
Proof Terms and Conditions provide a dedicated acceptance screen within the Proof Portal, ensuring customers acknowledge important approval requirements before they are able to view and action their proofs.
This helps create a cleaner approval experience while strengthening the enforceability of your approval process and business terms.
š” Pro tip
Put the legal and technical details in your Proof Terms & Conditions, and let your proofs focus on the artwork itself.
Configure Your Proof Terms and Conditions
Proof Terms and Conditions are managed within Settings -> My Organisation under the Financial section.
Using the edit option, businesses can create and maintain their own proof approval terms, disclaimers, legal notices, artwork approval responsibilities, or other important customer-facing information.
Terms can be updated at any time to reflect changes in legal requirements, internal procedures, or approval policies.
Customer Proof Approval Experience
When proofs are sent for the Job, customers receive an email containing a secure link to the Proof Portal.
Before customers can view any proofs, Hoops displays the configured Terms and Conditions on a dedicated acceptance screen.
The customer must actively accept the terms before continuing.
Until acceptance occurs:
The I Accept These Terms option remains unchecked
The View Your Proofs button remains disabled
Only after accepting the terms can the customer proceed to review, approve, or reject proofs.
When writing your Terms & Conditions, remember that customers must accept them before they can view any proofs. Your wording should reflect the sequence of:
Accepting the terms
Reviewing the proofs
Approving or rejecting the proofs
Improve Compliance and Reduce Risk
Making Terms and Conditions a mandatory step in the proof approval process helps ensure customers acknowledge their responsibilities before providing artwork approval.
Common examples include:
Approval responsibility disclaimers
Spelling and content verification requirements
Color variation notices
Production approval acknowledgements
Artwork change policies
General terms and conditions
By requiring acceptance before proofs can be viewed, businesses can create a clearer approval process while reducing misunderstandings later in production.
Seamlessly Integrated into the Proof Portal
Once the Terms and Conditions have been accepted, customers are automatically taken into the Proof Portal where they can review all proofs included in the approval request and choose to approve or reject them.
This creates a professional and consistent approval workflow while ensuring important legal and operational information is acknowledged before production proceeds.