Defects in detail
Defects document damage, deviations, or open issues on an object — permanently and across protocols. You can add defects to sectors, equipment, or the object itself and update them over time.
Where defects are created
- Object — general defects without a room reference
- Sector — e.g. scratches in the living room, moisture in the bathroom
- Equipment — e.g. faulty appliances, damaged fittings
- Checklist — during capture, a check item can be rated as a defect; the app creates a defect (optionally with checklist text as a suggestion)
Carried forward across protocols
Media and master data for defects are stored on the object and reused in every new protocol. Open defects appear automatically — adjust measures and costs when needed:
- Tenant change: A previous tenant’s defect often becomes an existing defect for the new tenant — fix responsibility and cost allocation change
- Handover → takeback: Measures may shift from open to tenant to fix or the other way around
- Costs later: Repair quotes are often unknown at handover — costs can be added later (e.g. for deposit settlement)
Recording a defect — editor fields
In the defect editor (form and media) you maintain:
Media (photo or video)
- Photos for visible documentation — scratches, stains, cracks
- Videos when the issue is clearer in motion or with audio — e.g. dripping pipe, squeaking door, running noise
Description and notes (required)
- Free text describing the defect
- Speech-to-text (microphone) — ideal on site
- For defects from a checklist, suggestion chips can be added to the description
Fix by
- Existing condition (default) — defect remains part of the object state, no specific assignment
- Or a role — e.g. tenant, owner, property manager — who should fix the defect
Cost borne by
Once fix by is a role, set who pays — also by role (e.g. tenant).
Costs
- Amount incl. VAT — relevant for deposit settlement and contract modules
- Can be added later when no quote exists at handover
Label (optional)
Short label when there are many defects — e.g. Kitchen — worktop instead of a long description in lists.
Priority
Active priority shows the defect as a task on the app home screen — for urgent fixes.
Done (archive)
- Defect is marked done and archived
- Optional: completion date and warranty end
- Completed defects can still appear in the protocol — useful to document renovations or finished work
Examples of completed defects in a protocol:
- Renovated unit — before/after with photos of resolved items
- Completed repair before handover to a new tenant
- Warranty period documented (completion date, warranty end)
- Expert report or damage case — history of resolved and open items in one document
Location on the plan
If the object has a floor plan or site plan (Object details), the defect can be marked on the plan.
- Important for commercial handovers — exact location in office or hall
- Work instructions for trades — where work is required
- Multiple defects in the same building distinguishable spatially
Typical use cases
| Situation | Approach |
|---|---|
| Apartment handover | Open defects with photos, deposit costs, fix by tenant |
| Tenant change | Carry over existing defects, adjust measures/costs |
| Checklist “defect” | Rate item → create defect → add details |
| Renovation complete | Set defect to Done, new photos, show in protocol |
| Commercial / technical | Video + plan marking for complex damage |
Notes
- Defects are object data — not one-off protocol photos for condition only
- Checklists and defects complement each other — see Checklists
- The cost field appears when the contracts module is enabled in your workspace