Checklists for every object and occasion

Use checklists exactly where they are needed.

The integrated checklist filter ensures that each checklist is only used when it matches the filter criteria. This means only relevant content appears in the protocol – no unnecessary items, no confusion, no misuse.

Checklists can be linked to specific properties. This creates highly specialized solutions for individual protocol types, object groups or areas of use.

Filter options in detail

Protocol occasions

Checklists can be assigned to a specific occasion.

Examples:

• Handover protocol
• Return protocol
• Maintenance protocol
• Sales documentation
• Damage assessment

👉 Example: A "cosmetic repairs" checklist is only shown on returns – not on initial handover.

Addresses

Checklists can be used per address.

Examples:

• Special requirements for a specific building
• Object-specific equipment
• Commercial properties with individual inspection requirements

👉 Example: An industrial property with fire safety requirements automatically gets an additional fire safety checklist – other addresses do not.

Objects

Checklists can be assigned to individual objects.

Examples:

• Machines with maintenance intervals
• Vehicles with special equipment
• Properties with individual fixtures

👉 Example: An object with a photovoltaic system automatically gets an additional PV inspection checklist.

Object types

Checklists can be filtered generically by object type.

Examples:

• Apartment
• Commercial unit
• Warehouse
• Vehicle
• Machine

👉 Example: A "balcony & outdoor" checklist is only shown for residential properties – not for machines or vehicles.

Areas

Checklists can be limited to specific areas within an object.

Examples:

• Kitchen
• Bathroom
• Technical room
• Outdoor area
• Engine compartment

👉 Example: The "sanitary" checklist only appears in the bathroom or WC area – not in the living room.

🎯 The checklist filter turns a general system into a precisely controllable tool – adapted to your company, your objects and your processes.

Record in a structured way. Document consistently. Track sustainably.

Defects are recorded directly within the respective checklist – clearly assigned to the relevant area and checkpoints. There is no media discontinuity and no subsequent, loose addition. Every deviation is documented immediately in context.

Any concrete defects can be recorded

Individual, concrete defects can be added for each checklist item – from small details to extensive damage. Recording remains flexible while being clearly structured and unambiguously assignable.

Use predefined description texts directly

Standardized text modules and practical examples can be adopted with one click. This ensures:

• consistent, professional wording
• clear and objective description
• time savings
• less room for interpretation

Your own additions are always possible.

👉 Example: One click on "Scratches in floor" adopts the predefined standard text – consistent in every protocol.

Sustainable documentation of existing defects

If a identified defect is not remedied immediately but remains part of the rental property for the time being, it is continued as an existing defect and documented until it is actually remedied.

The defect thus remains a transparent part of the documented inventory. It is not lost and does not need to be recorded again manually.

At the same time, the regular assessment of the checklist is not interrupted: the area in question can be assessed normally in a follow-up protocol (e.g. OK, as new or defect), while the existing defect continues to be documented separately and on an ongoing basis.

This creates a clear separation between:

• current condition assessment
• existing defect history

🎯 This creates clarity, reduces potential for dispute and ensures reliable, traceable documentation for handovers, returns, maintenance or sales.

Recognise changes clearly and evaluate them in a traceable way

Between handover and return, the condition is not only documented but systematically compared and assessed.

When completing the return checklist, the previous condition from the handover is already displayed. This makes deviations immediately visible and easy to classify.

Percentage evaluation in the protocol

The evaluation is structured in percentages – based on all completed checklists.

Evaluation by area

(e.g. room, bathroom, kitchen)

The percentage condition of an area is derived from all checklists assigned to that area.

👉 Example:

• Area "Room"
• → 10 checklist items
• → 8 × "OK", 2 × "Defect"
• → Result: 80 %

This creates an objective, aggregated rating per area.

Evaluation by theme (across areas)

In addition, checklists are evaluated thematically across all areas of an object.

👉 Example:

• Checklist "Cleanliness" or "Electrical installations"
• → Rating across all rooms
• → Percentage overall rating for this theme

This shows how a specific inspection area has developed across the entire object – regardless of individual rooms.

🎯 Condition changes are thus not only described but presented in a measurable and structured way.

Structured recording – also by end users

Checklists are fully integrated into the self-service system and can be completed independently by end users – such as tenants – in a simplified form.

Guided answers via link

With the self-service protocol, the tenant receives an individual link.

Via this link, they answer the questions for the respective protocol occasion – in a structured, guided way and using the checklist’s predefined examples.

The options are clearly worded, easy to understand and reduce room for interpretation. This creates clear, traceable condition documentation even without specialist knowledge.

Special occasions for self-service

Using the filter function, custom protocol occasions for end users can be defined, for example:

👉 Example: "Handover – tenant check-in"

For this occasion, a simplified checklist tailored specifically to tenants can be created. Complex checkpoints are omitted, relevant topics remain.

🎯 This makes self-service a safe and practical extension of professional documentation.

Traceability down to the detail

For maximum transparency, it can optionally be set that unanswered or skipped checklists are clearly shown in the protocol.

If a checklist is not completed, this is clearly documented – instead of being omitted without comment. So it remains clear which areas were checked and which were left open intentionally or unintentionally.

Optional company setting

This function can be activated as a central company setting.

This allows company-wide definition of whether missing answers should be shown in the protocol.

🎯 Every protocol remains fully traceable – even where nothing was deliberately documented.