Terms & Conditions

The service and contracting party

These terms govern access to Workniva’s hosted workforce and office-management software. The operator’s legal identity and contact details are published on the Contact page. A workspace owner must be authorized to act for the subscribing organization. Any separately agreed order or service agreement identifies purchased features and commercial terms; mandatory legal rights are unaffected. Review these terms and the Privacy Policy before creating or using an account.

Accounts and customer responsibilities

Provide accurate account and billing information, keep credentials private, assign the least access people need and remove access when staff leave. Tell us promptly about suspected compromise. A customer is responsible for its employment decisions, notices, lawful collection and disclosure of employee information, configured policies, and the authority of its administrators. Use the service only for lawful purposes described in the Acceptable Use policy.

Attendance and employment decisions

Device logs, GPS, selfies and device-reported times can be inaccurate, delayed or incomplete. Review exceptions before relying on them. Mobile events require an authorized reviewer and do not establish identity, presence or work performed by themselves. Missing punches do not automatically establish absence. Customers must provide appropriate review and correction procedures and must not use automated suggestions as the sole basis for consequential employment decisions.

Salary preparation and integrations

Workniva prepares attendance inputs and salary calculations/statements for review. It does not certify compliance with PF, ESI, PT, TDS, LWF or other statutory payroll obligations, file returns or transfer employee salaries. Preparation statements are not proof of payment or statutory-compliant payslips. Your payroll professional must validate calculations and obligations. Device compatibility depends on export formats, model, firmware and setup; generic ingestion support is not a guarantee that every machine can connect directly.

Salary preparation and statutory estimates

Salary statements are preparation documents built from reviewed attendance, salary agreements and inputs entered by your authorized users. Where your accountant enables statutory estimates, Workniva adds indicative provident fund, employees' state insurance, professional tax and labour welfare fund figures from configured, effective-dated rule versions, and carries any income-tax amount your advisers supply; every component shows the rule version applied and can be overridden with a recorded reason. These figures are estimates for your verification: Workniva does not compute income tax, does not file or remit any contribution or return, and is not a substitute for advice from a chartered accountant or your payroll provider. You remain responsible for verifying amounts, statutory eligibility, registrations and filings.

AI and voice limitations

AI outputs may be wrong, incomplete or unsuitable. Verify amounts, dates, policies and advice against authoritative records. AI does not provide legal, tax or employment advice. Review drafts and explicitly confirm supported actions. Voice recognition and pronunciation vary by speaker, language, noise and connection. Provider outages or limits may prevent transcription or playback. Premium Voice is separately activated and subject to agreed usage allowances; it is not included automatically in every subscription.

Plans, trials and charges

Purchased features, employee quantities, limits, fees and applicable taxes must be shown in the order or billing quotation. Every new workspace starts with a free trial; a trial does not itself create any charge. Subscriptions are prepaid: an authorized owner chooses a plan and a number of months (1 to 24), pays the total once through Cashfree or by UPI to the account shown at checkout (manually verified against the payment reference), and the workspace validity is extended by that period. The amount depends on the plan and the active employee count at the time of purchase and is fixed for that pack. Nothing renews or is debited automatically. Check the amount and validity shown at checkout before paying; do not rely on indicative website prices as a substitute for the confirmed order.

Cancellation, failed payments and refunds

Every workspace gets a free trial before any charge; subscription charges are therefore non-refundable, except for verified billing errors and rights the law makes mandatory — see Cancellation & Refunds. There are no recurring charges to cancel: a workspace simply runs until its paid validity ends unless you buy another pack. Not renewing is not the same as deleting an account and does not reverse an already processed payment. Overdue service can restrict workflows while preserving the supported billing, sign-out and authorized export paths. Contact support if access or an export is unavailable.

Customer content and service rights

Customers retain their rights in their uploaded content and permit Workniva and its service providers to process it as necessary to operate the service and fulfil lawful instructions. Workniva retains rights in its software, branding and documentation, subject to third-party and open-source rights. Access grants a limited right to use the subscribed service, not ownership of the software or another customer’s data.

Availability, maintenance and support

Service availability depends on hosting, networks, devices and external providers. Maintenance, faults and necessary security changes can interrupt access. No specific uptime, support response guarantee or recovery objective applies unless separately agreed in writing. Keep suitable exports and business continuity procedures. Support can help investigate product issues, but does not replace the customer’s HR, payroll or legal review.

Suspension, ending service and data

Access may be restricted for non-payment, security threats, unlawful use or material misuse. Where practicable, we will explain the reason and allow correction; urgent protection or a legal requirement may require immediate action. Ask for needed exports before closing a workspace. Termination does not automatically delete all records; deletion and retention are handled under the Privacy Policy, customer instructions and applicable obligations.

Responsibility, disputes and legal rights

Each party is responsible for its own actions and obligations under applicable law. Workniva does not guarantee that every output will be correct or meet every customer purpose. Nothing in these terms excludes non-excludable liability, remedies for fraud, or mandatory consumer and data-protection rights. Raise service or billing disputes through the privacy contact email or the Contact page so they can be investigated. Indian law applies subject to mandatory protections; competent courts and statutory forums retain their jurisdiction. No exclusive city, compulsory arbitration or financial liability cap is imposed by this text.

Changes and related policies

The version date identifies these terms. Material changes to a purchased service or commercial terms should be notified before they take effect, and assent obtained where required. The Privacy Policy, Cancellation & Refunds and Acceptable Use pages explain related practices. Planned features are not a promise of availability or a delivery date unless specifically agreed in writing.