Resolved defects

Completed defects remain documented and can optionally be recorded in the protocol.

Completed defects and resolved processes are stored permanently and remain traceably documented. This allows follow-up work, repairs or refurbishments to be evidenced at any time and displayed in the protocol if required. Media such as photos, videos or documents can be assigned directly to the process and remain archived.

Optional protocol display

Completed defects can optionally be shown in the protocol, e.g. to document measures carried out, to track warranty claims or to present to tenants, owners or contractors.

Additional information

Completed processes can also be supplemented with information on costs, execution, materials or responsible persons to maintain a complete history of the object.

Examples of use

• Refurbishments or renovations carried out
• Replacement of equipment or components
• Materials used and components installed
• Maintenance work and inspections
• Subsequent defect remediation
• Documentation for warranty or insurance
• Work by contractors or service providers
• Alterations or modernisations

The condition of an object thus remains fully traceable at all times — even over many years.

Protocol occasions

In addition to handover and return, you can create your own templates for any type of protocol.

With protocol occasions, you can create not only classic handover and return protocols but also custom templates for any kind of inspection or audit. Protocols can be tailored precisely to the use case, e.g. for regular property checks, technical inspections or specific documentation.

Typical examples include an object inspection – gates and doors check, a maintenance check, a safety inspection or documentation after a repair or refurbishment. For each occasion you can add a description that explains the purpose of the protocol and defines the process.

Custom protocol occasions can be created freely and configured with individual texts, labels and settings. This allows recurring processes to be standardised and selected quickly.

Protocol occasions can also be filtered so they only appear for certain objects, addresses or object types. This keeps the selection clear and only shows relevant templates.

**Smart text blocks**

Prepared or automatically inserted texts ensure clear, complete and consistent statements – optionally AI-supported.

With smart text blocks, recurring formulations can be prepared and inserted into protocols automatically or manually. This creates uniform, understandable and traceable texts without having to rewrite content every time.

**Markdown-based editing**

Text blocks can be created and edited in Markdown format.

This allows structured texts with headings, lists, emphasis or paragraphs to be created and displayed clearly and readably in the protocol.

**Automatic insertion by filter criteria**

Text blocks can be inserted automatically when defined conditions are met.

Selection can be based on e.g.:

• Protocol occasion
• Object or object type
• Address or location
• Category or area
• Other freely definable filters

This way only relevant texts appear and standard formulations are added automatically.

**Manual addition always possible**

Regardless of filter rules, text blocks can be selected and inserted manually at any time.

Protocols can be extended flexibly without having to do without prepared workflows.

**AI-supported creation from heading**

New text blocks can be generated automatically.

A short heading or keyword description is enough to generate a complete text suggestion.

• Automatic formulation of complete texts
• Suitable for new templates or rare cases
• Editable and storable as a text block at any time

This way even extensive or rarely needed texts can be created quickly without having to write them manually.

**Digital signature**

Sign on site – on your own device or via QR signature on participants’ devices.

With the digital signature, the protocol can be signed immediately after creation. The signature is entered directly on the device used or alternatively via a QR signature on the participant’s own smartphone or tablet. No additional software is required and all parties can sign easily on site.

**Signature directly on the device**

The protocol can be signed directly on the device on which it was created.

The signature is entered by touch, stylus or mouse and is stored directly in the protocol.

• Immediate signing on site
• No additional devices required
• Signature is permanently assigned to the protocol

**Simple electronic signature under eIDAS**

The signature is created as a simple electronic signature under eIDAS.

The signature is stored together with timestamp and protocol data so that the link to the signatory remains traceable.

• Legally sound documentation of consent
• Storage with time and protocol reference
• Suitable for handovers, acceptances and inspections

**QR signature for participants on their own device**

Via the QR signature, additional participants can open and sign the protocol on their own device.

After scanning the QR code, the signature page loads directly in the browser without installing an app.

• Participants sign on their own smartphone or tablet
• No login required
• Ideal for tenants, owners, contractors or witnesses
• Multiple signatures possible

The protocol can thus be completed fully on site without printouts or subsequent signatures.

AI documentation system

Protocol combines Markdown, tables, checklists and AI into a flexible documentation system that adapts to any industry.

A simple idea. Unlimited possibilities.

With the AI-powered documentation editor, you create professional protocols, checklists and forms in seconds – without any programming.

Markdown text for objects and sectors

Structured descriptions where they matter in the protocol context:

• Object details – Markdown at object level for descriptions, notes and additional information
• Sector notes – Markdown per sector/area for room- or section-specific documentation
• Reading mode – Content is rendered with formatting; checklist items in sector notes stay interactive in the protocol

Headings and text

Clear structure with standard Markdown formatting:

• Headings – H1, H2 and H3 via the selection toolbar
• Body text – Paragraphs with bold, *italic* and links
• Lists – Bullet and numbered lists

Tables

Tables can be inserted and edited directly in the editor:

• Insert tables via the toolbar
• Edit rows and columns with table tools
• Checkboxes in table cells – tick off checkpoints directly in the table

Checklists

For recurring inspections and tasks:

• Task lists (GFM) via toolbar or quick action
• Checkboxes in lists and table cells
• Interactive checklists in protocol reading mode – participants can tick items on site

AI-powered text generation

Optional integrated AI assistant in the editor:

• Create or extend text, lists and tables via AI prompt
• Version history – compare and apply multiple AI drafts
• Speech input – dictation for editor and AI prompt
• Context-aware for text modules, objects and sectors