What ProofBetter does

ProofBetter keeps assets, versions, contextual feedback, review stages, and approval evidence together. Your team can upload files or link supported media, invite internal and client reviewers, compare revisions, and export completion records without attaching source files to email.

• Images, PDFs, local video and audio
• YouTube, Vimeo, Loom, Wistia, Spotify, and SoundCloud
• Live websites, static website copies, and code mockups
• Standard or Guided Review
• Protected guest links and reviewer accounts
• Reports, Insights, completion PDF/ZIP, API, and webhooks by plan

Hosted versus self-hosted

Roles at a glance

How to use this manual

1. Search by the task you want to complete.

   Press / or Ctrl/Cmd + K, then search for a feature, role, or screen label.

2. Follow numbered procedures in order.

   Success checks tell you what the finished state should look like.

3. Use screenshots and GIFs as visual landmarks.

   Select a screenshot to enlarge it; replay animated walkthroughs at any time.

4. Track launch and operating checklists.

   Checklist state is stored only in this browser.

Create the workspace

1. Choose a managed plan or Start free.

   The public site sends your name, email, workspace name, intended plan, and consent through a short-lived signed handoff. Payment data is never collected by the marketing site.

2. Create the first administrator.

   Use a unique 12+ character password. The first signup user administers this workspace; they are not the managed platform owner.

3. Confirm the workspace slug.

   Your default address follows workspace.proofbetter.io. Custom domains require an entitled plan and verification.

4. Sign in and open Home.

   The launch checklist appears until dismissed.

Finish the launch checklist

• Workspace identity
  Set the organization name, time zone, locale, and interface mode.
• Review sender verified
  Confirm a test invitation reaches an inbox. If delivery is managed centrally, contact support when the status is not ready.
• Brand and sharing defaults
  Choose a preset or colors, logo, guest-link defaults, and social preview text.
• Users and access
  Invite staff, assign the least privileged role, and confirm client scoping.
• First protected review tested
  Open the invite in a private browser window, comment, and decide.
• Plan limits understood
  Review staff seats, storage, active proofs, and entitled features in Plan & billing.

Recommended first proof

Use a non-confidential image, assign yourself as reviewer, and send it to a second inbox. Test comments, markup, decision capture, link expiry, and the activity trail before inviting a client.

Start the demo

1. Choose Try demo on proofbetter.com or Try a private 30-minute demo on the sign-in screen.
2. Enter your name and email address.
3. Open the validation email and enter its six-digit code within ten minutes. Check spam or quarantine when needed.
4. After validation succeeds, the private workspace opens and the visible 30:00 countdown begins.

What to explore

• Open the seeded Desert Bloom campaign
• Add pins, rectangles, comments, replies, and resolutions
• Inspect assets, versions, workflow stages, and decisions
• Open delivery, reporting, Insights, and operations surfaces

Expiration and another request

At 30 minutes the account is revoked, the demo organization is suspended, and its uploaded files plus generated review content are removed. A minimal email record remains solely to enforce one use. A repeat request alerts ProofBetter sales and sends a confirmation that someone will be in touch; it does not create another workspace.

Read the Home screen

The status strip counts work in review, waiting on a client, changes requested, and approvals this month. Needs attention can be filtered to all visible proofs, your proofs, or due-soon work. Recent activity links back to the affected record.

Use global search

1. Select the search box or press Ctrl/Cmd + K.
2. Type a proof title, reference code, client, project, comment text, or transcript phrase.
3. Choose a quick action or Search all content.

   Results are grouped by proofs, comments and transcripts, projects, and clients, and remain role-scoped.

Notifications and preferences

The bell opens invitations, new feedback, version activity, and decisions. Open your profile to choose immediate or scheduled delivery where available. Mark individual items read or mark the list read after resolving the work.

Create a client

1. Open Clients and choose New client.
2. Enter the client name, primary contact, and email.
3. Save, then open the client detail screen to add internal notes and confirm its project/proof rollup.
4. If a user has the Client role, assign exactly one client workspace.

Create a project

1. Open Projects and choose New project.
2. Select the client, name the campaign or engagement, and set status and schedule.
3. Assign an owner and add context that should be visible to staff.
4. Open the project to create or link proofs.

Choose proof metadata carefully

Use a stable title and reference code, accurate due date, priority, workflow, tags, and custom fields. Metadata drives filters, planning, reporting, automations, and reviewer context.

Create the proof

1. Choose New proof.

   Open Home or Proofs and select the chartreuse action.

2. Name and place it.

   Enter a title, choose the project, due date, workflow, and concise reviewer context.

3. Choose the source.

   Upload, Media, Website, or Code.

4. Create and verify.

   Open the workspace and check that the correct asset, stage, and access rules appear.

Source procedures

Read the workspace

The top bar identifies the proof, stage, version, source, compare controls, panels, management, sharing, and decision action. The left rail holds assets and versions; the center is the review surface; the right panel holds quality checks and comments.

Add visual feedback

1. Choose Pointer to select existing marks, or choose Pin, Rectangle, Arrow, Freehand, or Text highlight.
2. Select a color when needed. Draw or place the mark on the exact target.
3. Write the comment, mention teammates, add links/files/audio, and select label or priority if you can manage feedback.
4. Post the comment. The mark, card, location, and timeline marker navigate to each other.
5. Resolve the thread when fixed; reopen it if a later version regresses.

Replay GIF

Control the workspace

• Versions and Comments open independently.
• Focus hides panels; Escape exits. Opening either panel also exits Focus.
• Tips on/off is remembered in this browser.
• Draft marks and comment text autosave per proof version.
• Keyboard annotation shortcuts and visible focus styles remain available in Simple and Advanced interface modes.

Images and PDFs

Images

Fit or zoom the image, place vector markup, use version compare, and select a comment or marker to return to its exact point.

PDFs

1. Use page controls or scroll in Review mode.
2. Add page-anchored pins and shapes; each remains attached to its page.
3. Rotate, measure, or enable text interaction as needed.
4. Import supported JSON, XFDF, or FDF comments after verifying the target version.

Local video and audio

• Play, pause, seek, change volume/speed, and use Pause + comment to capture the live playhead.
• For local video, use frame step, SMPTE display, J/K/L transport, single-frame marks, ranges, and range looping.
• For local audio, select the waveform or use keyboard seeking; frame-only controls are intentionally absent.
• Upload VTT/SRT captions to video and confirm the protected track.

Hosted players

YouTube and Vimeo synchronize playhead controls; Spotify and SoundCloud use their supported player APIs. Loom and Wistia can use selected-time workflows when exact player control is unavailable. Always test Pause + comment before client delivery.

Websites and code

On a live site, the bridge binds marks to DOM selectors and refreshes them on scroll/resize. An unbridged site can use viewport markup; use a static copy for a scroll-safe full-page result.

Add versions and assets

1. Open the proof and select the target asset.
2. Choose Add proof source for a new version of that asset, or Add asset for another batch item.
3. Mark batch assets required or optional. Required assets contribute to approval progress and stage gates.
4. Confirm the display rail reads v1, v2, and so on within that asset.

Carry and resolve feedback

Before inviting reviewers to a new version, review open comments. Use Carry open comments when the issue still applies; otherwise resolve it on the source version. Carried feedback remains traceable rather than silently copied.

Choose a comparison mode

• Side by side
• Overlay
• Swipe
• Blink
• Difference
• Synchronized local media playback

Choose the current and comparison versions, then use zoom/position controls consistently. Difference mode is most useful for aligned visual assets; hosted players may have provider limits.

Build a workflow template

1. Open Workflow templates and choose New template.
2. Add stages in the required order. Choose sequential or parallel behavior, deadlines, reminders, and automatic or manual handoff.
3. For each stage, configure reviewer permissions, locking, decision rules, and completion behavior.
4. Save and assign the template to new proofs. Editing a template does not rewrite existing proof-stage history.

Enable Guided Review

1. Set the workspace default under Settings → Interface, or open a proof’s settings and choose Inherit, Standard, or Guided.
2. Preview as an editor before inviting reviewers.
3. Reviewers start at the overview, see required/optional assets and progress, resume the last position, and move to the final decision destination.
4. Restore Standard or inherited behavior if the proof does not benefit from a guided sequence.

Replay GIF

Use review quality controls

Preflight identifies source metadata and warnings. Checklist templates are copied into proofs, and each reviewer answers independently. Decision reasons can require a note. Quorum and stage rules can prevent premature completion.

Create useful feedback

• State the requested outcome, not only the problem.
• Use a pin or shape for visual targets, page/time/range for document or media context, and @mentions for ownership.
• Attach up to the permitted file count and size; use validated HTTPS links for external references.
• Record an audio note in a secure browser context. Use live browser transcription or configured post-recording transcription, then edit before posting.

Manage and relate comments

Authorized users can set Feedback, Change request, Question, Verified, or Reference labels; Low, Normal, High, or Urgent priority; assignee and due date; and approval/dependency relationships. Bulk actions can resolve or update selected feedback, and Undo reverses the latest supported action.

Make and prove a decision

1. Complete required checklist items and address blocking feedback.
2. Select Make decision.
3. Choose the allowed result, such as Approved, Approved with changes, or Changes requested, and supply a required reason/note.
4. Confirm. The immutable decision, version integrity data, user, time, stage, and evidence remain in the audit record.
5. Use the review summary, printable approval report, completion PDF, or ZIP manifest when handing work off.

Send from Client Delivery

1. Choose the review.

   Select the proof and current version.

2. Set the recipient and message.

   Enter the client email, link expiry, and a deadline-focused note.

3. Set protection.

   Optionally enable a visible watermark, email verification, and original download. Download stays off by default.

4. Send and confirm.

   Verify the delivery record and open the link in a private window.

Choose an access policy

Operate active shares

Renew an expired link only after rechecking the proof/version and recipient. Revoke links when the review ends or the recipient changes. The audit trail records creation, verification, comment/decision activity, renewal, and revocation.

Publish a request form

1. Open Intake & automation and create or choose a request form.
2. Define essential text, date, URL, and long-answer fields; require only information needed to start.
3. Share the protected public link. Requesters do not need an account.
4. Review a submission, choose its client/project/template, and convert it into a proof.

Create reusable proof defaults

Templates can preselect workflow, checklist, due-day offset, priority, tags, custom fields, reminders, and automation. Use metadata rules consistently so filters and reports remain meaningful.

Run safe automation

• Choose explicit triggers and narrow conditions.
• Use idempotent inbound endpoints and signed outgoing webhooks for integrations.
• Review automation history and failed jobs rather than repeating actions manually.
• Use Planning to review due dates, reviewer load, and delivery schedule before sending.

Use Reports

Open a status segment or client row to view matching proofs. Export CSV only after confirming the active filter. ProofBetter formula-escapes exported values so spreadsheet software cannot execute record text as a formula.

Drill into Insights

1. Open Insights.
2. Select Average approval cycle, Comments per proof, Versions per proof, or Completed on time.
3. Alternatively choose a client workload or reviewer throughput row.
4. Search or filter by proof status in the detail view, then open the underlying proof.
5. Export the view; the CSV matches the active scope.

Export completion evidence

Choose PDF for a human-readable completion report or ZIP for the report plus machine-readable manifest. The review summary can also export CSV or open a printable approval report.

Set identity and interface

1. Open Workspace settings → Workspace and set the organization name and retention preference allowed by the plan.
2. Open Interface and choose Simple or Advanced, locale, time zone, and Standard or Guided default.
3. Save, reload, and check desktop plus mobile navigation.

Apply brand and style

Start from one of four presets or choose the focused navigation, primary action, and supporting colors. The server blocks combinations that make navigation or actions unreadable. Upload MIME-validated logo and mark artwork, then verify the client-facing shell and email preview.

Configure sharing and SEO

Set the workspace share title, description, proof-title behavior, and optional 1200×630 PNG/JPEG/WebP social image. Protected pages remain noindex, nofollow, and noarchive even when Open Graph/X card metadata is present.

Enable only needed tools

Uploads & features sets size limits and source availability. Review quality manages checklist templates and decision reasons. Website review exposes live bridge and static-copy readiness. Transcription remains optional and may be controlled by the managed service or plan.

Invite and update a user

1. Open Settings → Users and choose Invite user.
2. Enter the email and choose Administrator, Manager, Editor, Reviewer, or Client. Client requires one client workspace.
3. ProofBetter sends a one-hour password-setup link. If delivery fails, correct it before sharing credentials another way.
4. For editors/reviewers, add explicit visible proof assignments and only the permissions needed: view, comment, decide, manage, or download.
5. Disable an account when access should stop; do not rely on removing navigation links.

Enable two-factor authentication

1. Open Profile or Security and begin authenticator setup.
2. Scan the TOTP secret, enter the current code, and enable.
3. Store the eight one-time recovery codes outside the browser.
4. If the workspace requires 2FA, complete setup before other routes become available.

Sessions, SSO, and privacy

• Review and revoke active sessions without changing the password.
• OpenID Connect company sign-in uses authorization code, PKCE, state, nonce, verified email, and invited-account matching when entitled.
• Users can export personal data. Account deletion requires confirmation and obeys legal holds/deletion windows.
• Login risk and sensitive changes produce deduplicated in-app/email alerts and audit events.

v3.0.0 managed plans

Unlimited client and guest reviewers do not consume paid staff seats. Confirm published prices in Plan & billing before purchase.

Start, change, or recover billing

1. Open Plan & billing and select the plan and monthly/annual interval.
2. Continue to PayPal hosted approval. Complete payment only on PayPal.
3. Return to billing and wait for the verified PayPal event to synchronize plan and entitlements.
4. Manage the recurring agreement in PayPal.
5. Before downgrading, reduce staff, storage, active proofs, custom domains, API tokens, SSO, and retention use to the target allowance.

Payment failure and suspension

The first verified failure marks the workspace past due and starts the configured seven-day grace period. Billing and payment recovery remain available. After grace, scheduled lifecycle work suspends authenticated and guest proof access. A verified recovery event restores active status.

Your team operates

• Clients, projects, proofs, and versions
• Staff roles and visible assignments
• Workflow and review settings within plan
• Guest shares and delivery presets
• Brand, interface, and social metadata
• Plan selection and payment recovery

The managed service operates

• Application runtime and releases
• Wildcard workspace routing and TLS
• Server-wide email/provider credentials
• Protected storage and recovery infrastructure
• Background workers and scheduled lifecycle
• Stripe/PayPal webhook verification

A normal workspace administrator should see Workspace settings, not installation-owner Master settings, Operations Center, or server deployment controls.

Request help safely

1. Capture the workspace name, route/screen, time, affected proof reference, browser, and exact visible error.
2. Check whether another user with the same role reproduces it.
3. For content access, grant explicit time-limited support authorization before staff enter customer data.
4. Never send passwords, application keys, database credentials, SMTP secrets, payment secrets, or full license keys.

Common symptoms

Keyboard reference

Escalation packet

Provide the workspace name, affected user role, proof reference, version/source type, UTC/local time, browser/OS, steps to reproduce, expected result, visible error, and a screenshot with unrelated client information removed.