Protocol occasions
Under Settings → Master data → Protocols you define protocol occasions with custom wording, explanatory text, and filter criteria.
Each entry is based on an occasion type (e.g. handover, takeback, damage report) — but you can customise it so your wording appears when starting a protocol and in the finished document.
Where to find it
- Open Settings (gear icon in the app).
- Under Master data, tap Protocols.
The list is filterable by object category and searchable. The table shows occasion, description, and key filters (address, object type, object).
Create a new occasion
Tap + (Create) in the header. Occasions can also be imported from setup (Quick setup).
Occasion type, title, and description
| Field | Meaning |
|---|---|
| Occasion | Base protocol type — e.g. Handover protocol, Takeback protocol, Damage report, Meter reading report (required) |
| Heading | Optional — custom add-on name shown next to the occasion type, e.g. Handover protocol - (Apartment standard) |
| Description | Informational text for the occasion (Markdown) — copied when the protocol starts and shown in the protocol |
Use the description for notes to all parties: process, legal hints, what to document, or checklist guidance.
Example description (handover): By signing, participants confirm the accuracy of the information recorded in the protocol.
Available occasion types
| Type | Typical use |
|---|---|
| Handover protocol | Handover to tenant or buyer |
| Takeback protocol | Takeback on move-out |
| Expose | Viewing / listing |
| Sale protocol | Sale situation |
| Protocol | General protocol |
| Expert report | Surveyor / expert report |
| Cleaning report | Cleaning condition |
| Damage report | Damage documentation |
| Maintenance report | Maintenance / upkeep |
| Meter reading report | Meter readings |
| Safety report | Safety inspection |
You can create multiple entries per type — e.g. two handover variants with different filters, titles, and text.
Filters and assignment
Under Filters and assignment you control which objects can select this occasion when starting a protocol. Only matching entries appear in the picker.
| Filter | Purpose |
|---|---|
| Object category | e.g. real estate or vehicle only |
| Address | Only for objects at selected locations |
| Object | Only for selected objects |
| Object type | e.g. apartment, not office |
Note: There is no sector filter and no occasion filter — the occasion type is already set by the Occasion field.
Example: Handover apartment Berlin → category real estate, address Berlin-Mitte, object type apartment.
When starting a protocol
When you start a protocol on an object, the dialog Choose the occasion for the protocol to be created appears:
- Only occasions whose filters match the current object are listed.
- The label shows the occasion type and optionally your heading in parentheses.
- After selection, the description from master data is copied into the protocol draft.
If no occasions match the object, you get a warning — check the filters in Settings.
Edit in the protocol
The description from master data is a starting text, not fixed:
- During protocol capture, tap the pencil icon in the header.
- There you can adjust the description for this protocol (Markdown, speech-to-text).
- Changes apply only to the current protocol — entries under Protocols in Settings stay unchanged.
This lets you refine standard wording on site per object or situation.
Impact on other master data
The selected occasion type (enum) also drives filters elsewhere:
- Text modules — which text is added automatically or manually
- Checklists — which rating catalogues appear on sectors
Well-maintained occasions and filters mean only relevant options at protocol start — and the right text modules and checklists downstream.
Typical use cases
- Different handover text for residential vs. commercial
- Location-specific notes (house rules, on-site process)
- Damage or maintenance protocols only for selected objects
- Custom label alongside the standard occasion type for internal distinction