All Protocol App features

Media can be linked directly to the object and appears in the overall documentation.

Captures can be linked to individual areas and rooms – for structured inspection protocols.

Fixtures and systems are documented with matching photos or videos and referenced in the protocol.

Each defect can be backed with its own media – damage, location and context stay linked.

Meter readings and technical values are documented with photo or video at the respective meter (e.g. electricity, water, gas).

Keys and access can be recorded with media in the handover context for full traceability.

Each capture receives a timestamp and is assigned by the system to the respective protocol.

Photos can be edited directly in the app: markers, arrows, damage highlighting and text entries in the image.

All markings and text in the image are stored as part of the protocol and archived traceably.

Take several photos directly via the integrated camera – without switching apps.

Add existing photos from the device gallery to the protocol in one step.

Record videos directly during protocol creation and assign them to the right context.

Import existing videos and embed them fully in the protocol structure.

Videos can be played and downloaded in the original version in the protocol web viewer.

Pause at any point: save the still image in full resolution as an image file.

Export the entire video as individual images in 1-second segments – e.g. for detailed evidence.

Adapt image quality to bandwidth, device capability and archiving requirements – for optimal upload performance.

GPS location and capture time are recorded automatically during protocol creation and permanently assigned to the protocol.

Capture identification data directly – for meters (electricity, water, gas), technical systems, keys and inventory.

Scanned IDs are assigned to the respective protocol or object without manual entry.

Objects can be labelled with QR code stickers; the scanned ID is stored in the system.

Scanned object ID opens the object directly via search – the scanner as an operational object finder in day-to-day work.

Floor plans, overviews and plan documents can be integrated into the protocol.

Defects can be positioned precisely within plan documents.

Define areas as markers and place text notes or symbols directly on the plan.

Marked defects on the plan link directly to the respective detailed description in the protocol.

Area markers can be used in the self-service system – for structured, location-based interaction.

Capture recurring text modules by voice and convert them automatically to text.

Describe defects and damage during the inspection by speaking instead of typing – faster capture on site.

Capture area descriptions and notes via voice input – ideal for extensive documentation.

Find objects in your inventory quickly via integrated search.

Filter objects by stored address for location-based organisation.

Filter objects by category or object type in a structured way.

Schedule planned inspections or documentation directly from the object.

Start handovers, checks or inspections with pre-filled object data.

Add new equipment, metering devices, keys and updated object info from protocols to the object.

View all protocols associated with an object in its history.

Duplicate existing objects – e.g. for serial objects or similar units.

Scan object QR code to open it directly without manual search.

Assign external ID for interfaces, webhooks and system synchronisation.

Store detailed object description with headings, lists and links in Markdown.

Store floor plans or overviews on the object for area, defect and system documentation.

Store links to documents, portals or external documentation and assign them permanently.

Saved links are available automatically when you create protocols – consistent for the whole team.

Search for persons and companies in the system and assign to object or protocol.

Import contacts from the device address book into the Protocol App.

Assign roles such as tenant, owner, seller, property manager or service provider.

Per contact, define whether address, email or phone is shown in the protocol.

Automatic support when entering addresses for consistent contact data.

Optionally remove all protocols linked to a contact when deleting the contact.

Manage equipment and inventory on the overall object or in individual areas.

Structure equipment by category – e.g. kitchen, technical, furniture.

Capture inventory and equipment quickly via barcode scanner.

Store purchase receipts, warranty certificates, invoices and maintenance records per item.

Store product name and link directly to operating instructions.

Document guarantee and warranty periods per equipment item.

Store permanent area images such as floor plans, system overviews or orientation photos.

Name areas and group e.g. by floor, building section or use.

Store technical notes, usage notes or maintenance info formatted in the area.

Position areas visually on the stored floor plan or plan.

Show or hide individual areas when creating a protocol.

Capture defects on the overall object or in individual rooms and areas.

Store photos and videos once on the defect and keep them linked long term.

Transfer description automatically from checklist entries.

Capture damage description during inspection via voice input.

Mark defects precisely on the stored floor plan or plan.

Define whether tenant, owner or service provider handles rectification.

Assign whether tenant or owner bears rectification costs.

Store expected or actual damage costs on the defect for deposit settlement.

Mark defects with priority – high priority highlighted on the start page.

Mark defects as done and list under "Remediation – Completed orders" in the protocol.

Capture current reading for electricity, gas, water and other meters directly.

Document meter reading additionally with photo and date.

Assign meter to an area – usable e.g. in the self-service system.

Identify and create metering devices uniquely via scan.

Record how many keys were actually handed over at handover.

Document total count of all keys and access options on the object.

Confirm whether spare keys are retained or fully handed over.

Capture key ID via barcode or QR scan and assign to object or area.

Generate QR code or ID tag per key – without personal data on the key.

Store email contact; finder can inform owner via scan or deep.rent/lost-key.

Use one central address for multiple objects, buildings or facilities.

Search, complete and position addresses via Google Maps API.

Show checklists only for handover, return, maintenance, damage assessment, etc.

Assign building- or location-specific checklists automatically.

Assign checklists to individual objects – e.g. for special equipment or maintenance intervals.

Control checklists generically by object type – apartment, commercial, vehicle, machine, etc.

Limit checklists to areas such as kitchen, bathroom, technical room or outdoor area.

Only matching checklists are used in the protocol – no manual selection.

Record deviations in the context of the checkpoint and area – without media discontinuity.

Document concrete damage from small details to extensive defects.

Adopt predefined description texts and practical examples with one click.

Supplement standard texts with individual wording at any time.

Document unremedied defects as existing defects until actually fixed.

Maintain current condition rating and existing defects in parallel and traceably.

Defect, OK and as new – each with subtext and test entries.

Add custom text ratings – flexible, without percentage evaluation.

Define additional rating options, e.g. "Maintenance completed" or "Partially renewed".

Store explanatory notes per rating, e.g. "At least one point applies".

Assign concrete criteria such as "Light switch not working" in a structured way.

Suggest new test entries automatically via the AI generator.

Evaluate defect, OK and as new in aggregated form in the protocol summary.

Create checklists step by step by category, object type and optional specific type.

Generation tailored to occasion, e.g. safety report or handover.

Automatically suggest relevant areas and checklist structures.

Generate entries with professional norm and regulatory references.

Automatically create rating types, subtexts, test entries and description texts.

Ready-made templates for property, construction, machinery and more – including areas, ratings and checkpoints, adaptable at any time.

Automatically create matching area structure when importing checklists – no manual setup required.

Show handover condition directly when completing the return checklist.

Evaluate condition of all completed checklists as a percentage in the protocol.

Calculate percentage per area from all related checklists.

Evaluate checklists thematically across all areas, e.g. cleanliness or electrics.

Let end users complete checklists via the self-service link.

Define special protocol occasions for tenants or participants via filter.

Occasion-specific reduced checklists – complex points omitted, relevant topics remain.

Document missing completion in the protocol instead of hiding it silently.

Clearly show which areas were checked and which remained open.

Centrally define whether missing answers are shown in all protocols.

Store your company logo centrally – all team members share the same branding.

Logo appears automatically on every exported PDF protocol.

Logo is also displayed in the web viewer when viewing protocols.

Create rooms and sections as master data with custom names.

Structure areas logically – e.g. interior, exterior, technical.

Format notes and explanations with headings and lists.

Show only relevant areas and apply them automatically when creating protocols.

Tailor checklists as custom sets to your company and workflows.

Define your own rating scales and types per checklist.

Set up checkpoints with standard text and examples.

Generate new checkpoints and text with AI support.

Assign checklists automatically based on defined conditions.

Create, edit and store objects and protocols locally offline.

Changes sync automatically once a connection is restored.

Protocol App for iPhone and iPad – native iOS app.

Protocol App for Android devices – native Android app.

Create and manage protocols in the browser – no installation required.

Download and install the Protocol App for Windows.

Download and install the Protocol App for Mac.

Display signature-ready protocols device-optimised with adjustable font size.

Use one device flexibly by different team members.

Select the active user – every session clearly attributed.

Define who may view, edit or delete data.

Allow sensitive functions and settings only for authorised roles.

Closed defects and processes remain stored and traceable.

Show completed defects in the protocol when needed – e.g. for warranty.

Link photos, videos or documents directly to the completed process.

Document completed processes with costs, materials or responsible persons.

Create any type in addition to handover and return – including descriptions in Markdown.

Assemble checklists, text blocks, areas, equipment and document links as needed.

Filter by object type, address, object and area – show only matching occasions.

Store recurring phrases once and use them team-wide in protocols.

Create text blocks structured with headings, lists and paragraphs.

Insert automatically by occasion, object, address, area or further criteria.

Generate complete text suggestions from a keyword or heading and save them.

Sign by touch, stylus or mouse – immediately on site on the capture device.

Document signature with timestamp and protocol reference in a legally sound way.

Participants sign on their own smartphone or tablet via QR code – no app required.

Tenants, owners, contractors or witnesses sign in the browser without logging in.

Confirmation is generated as soon as the handover protocol is completed.

Name, address, unit and handover date taken from object and contact management.

Change date before sending – save PDF or email to the tenant.

Store contract data, deposit and links to tenant and protocols.

Include documented damage with amount, VAT and description in the settlement.

Offset deposit, calculate credit – assign settlement PDF to the protocol.

Participants complete checklists and protocol fields in the browser – no on-site appointment.

Unique identifier on the key tag – without private contact details on the ring.

Enable module in settings and set email for find reports.

Protocol integrations: propstack, WinCASA, Casavi and more connectors – import objects, securely connected.

Guided CSV import for addresses, contacts and objects with mapping, preview and safe import.

Add and assign objects, contacts, checklists and data in advance.

Plan recurring assignments with start, end and repeat interval.

Create and edit protocols for team users – administration for admins only.

Trigger dispatch after protocol completion – optional copy to the creator.

Recipients receive the protocol as PDF or link to the web viewer.

Protocols, media and metadata archived long-term and unalterable.

Intervention attempts are logged, versioned and reported.

Manage retention periods per compliance policies or legal requirements.

Every protocol is saved as a standardised PDF with all content and media references.

Open and review photos and videos unchanged in the protocol web viewer.

Download protocol as PDF – including checksums, signature and dispatch information.

Provide supplementary documents such as landlord confirmation or deposit statement.