Digital inspection protocols for fire protection
Hundreds of check points per site, fixed deadlines and an operator who wants proof — ProtocolHero keeps every inspection complete and every defect with an owner.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Fire protection document today – and what it costs
Fire protection is volume documentation with liability consequences. An office complex has 300 fire doors, a hospital 2,000 fire-stopping seals, a housing association 15,000 smoke detectors. Every element must be inspected at fixed intervals, every defect fixed and every fix proven. And when there is a fire, the insurer asks for exactly these records first.
Today these lists are often created on paper — hundreds of ticks retyped in the office — or in spreadsheets that look different per site and inspector. With several inspection teams nobody knows which site is done. Defects are in the report, but the fix by the operator is not tracked. And when the insurer, fire brigade or operator wants the record for door 217 on the third floor, people search.
For the management of a fire protection company this means: revenue scales with the number of check points, unfortunately so does office work. And the liability risk lies in every gap. ProtocolHero turns the lists into a controlled process.
Who ProtocolHero is built for
- Fire protection contractors with maintenance contracts across many sites
- Installers of fire alarm, sprinkler and smoke-extraction systems with inspection duties
- Safety-technology and electrical companies with emergency lighting in the portfolio
- Operators and facility teams who own fire protection inspections internally
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
You know per site what is inspected, open and overdue
Sites and inspection intervals in the database, every inspection in the document hub with status. Filter by site, team and template. The Hero Agent posts overdue inspections and open defects to your channel — you no longer have to ask.
Hundreds of check points without gaps
Doors, dampers, detectors or luminaires per floor as recurring blocks with required fields. No element is skipped, no tick has to be retyped. Photos attach to the element, not to the end of the report.
Defects are closed, not just found
Every report becomes a board card. The Hero Agent recognises defects by your rules, assigns operator or contractor, sets the deadline and asks for evidence of the fix. The fix is documented with a photo in the same protocol.
In case of fire the record is at hand in seconds
Approved PDF with signature, activity log with timestamps, photos per check point, optional SHA-256 file proof. Insurers and authorities get a link, operators see their sites without a licence.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Checklists with hundreds of doors, dampers or detectors are ticked on paper and typed up in the office.
With several inspection teams nobody knows which site is done and where defects are open.
Operators, insurers and authorities ask for proof — people search binders and email attachments.
Fire stopping and rework are documented without photos and cannot be assigned later.
So unterstützt ProtocolHero Fire protection
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Check points per site as recurring blocks
Doors, dampers, detectors or luminaires per floor as an instance with condition, photo and rating — required fields keep lists complete.
Defect process with deadline
Every report becomes a board card; the Hero Agent moves defects by your rules, assigns them and reminds before the deadline.
Proof for operators and insurers
Signed PDF, activity log with timestamps, photos and optional SHA-256 file proof — one click instead of a search.
Sites, systems and deadlines centrally
Sites and inspection intervals in the database; the document hub shows per site and team what is open, in review or approved.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Maintain inspection templates centrally
Fire doors, fire stopping, smoke detectors, emergency lighting, extinguishers — one template per inspection type, identical for all teams.
- 2
Sites and elements in the database
Site, floors, number of elements, intervals, operator contact. Every inspection is assigned to the site.
- 3
Inspection team works through it on site
Condition, photo, rating per element — on the tablet, offline in the basement. Required fields prevent gaps.
- 4
Approval by the responsible person
The report goes into review, is checked and approved. The activity log records every step with a timestamp.
- 5
Defects to the operator with deadline
The Hero Agent creates cards, assigns and reminds. Operators report the fix via a protected link — without a licence.
- 6
Proof to operator and insurer
PDF and link per site; bulk export for the year. The next inspection cycle sits with a deadline in the database.
The maths is simple: check points times minutes
A fire protection company with six inspection teams easily records 20,000 check points a year. If each report with 150 check points costs 60 minutes in the office for retyping, assigning photos and creating the PDF, that is over 130 office hours a year — for ticks already set on site.
The bigger item is risk. A single missing inspection record in a damage case can cost the company more than all office hours combined. And every inspection lost to a missed deadline is lost revenue and a contract that goes elsewhere next time.
- No retyping of checklists — the report is finished when leaving the site
- Deadline overview secures repeat inspections and maintenance contracts
- Defect process with proof of fix lowers liability risk for you and the operator
- Operators see their sites via link — fewer queries, more trust
Inspection protocols, maintenance reports, acceptances, fault reports
Retyping, matching photos, follow-ups, creating the PDF, filing
Review and approve – the rest is captured on site
Per year, office only
€64,800
20 minutes less office work per protocol × 4,320 protocols × €45/h
- 4,320
- protocols per year
- 1,440
- office hours saved per year
- 180
- working days (8 h) per year
Not included: fewer follow-ups on site, less rework, faster invoicing and the time you save when someone asks for proof. We measure the real numbers in the pilot.
Start a pilotReal customers, real statements
Most of our reference customers today come from the electrical trade. The mechanism is the same: inspection on site, document hub, approval, proof. For your industry we start with a pilot and measure the numbers together.
„Das Gute ist: einmal ein Projekt erstellt, meine Mitarbeiter einmal eingewiesen – das spart super viel Zeit. Als professioneller Elektrofachbetrieb müssen wir nun mal dokumentieren. Für mich als Inhaber ist es wichtig zu wissen, wo wir stehen: Wer macht welche Dokumente, welche sind noch zu erledigen, wo finde ich meine Prüfprotokolle? Genau das ist über die Dokumentenzentrale super gelöst.“
„Wir haben mittlerweile knapp 1.000 Dokumente mit ProtocolHero erstellt. Das zeigt, wie stark die Software bei uns im Alltag angekommen ist. Besonders wertvoll ist die klare Dokumentenzentrale: Wir sehen, welche Dokumente offen sind, wer woran arbeitet und was noch zu erledigen ist. Inzwischen nutzen wir ProtocolHero auch für die tägliche Stundenerfassung und die KI-Funktionen sind eine große Hilfe.“
„Mit ProtocolHero läuft unsere Dokumentation einfach deutlich sauberer und schneller. Gerade im Alltag ist es wichtig, dass Prüfprotokolle und Unterlagen direkt an einem Ort sind und man nicht lange suchen muss. Für mich ist vor allem gut, dass ich einen schnellen Überblick habe, was schon erledigt ist und was noch offen ist.“
Beliebte Vorlagen für Fire protection
Starten Sie mit fertigen Vorlagen oder bauen Sie sich Ihre eigenen – ganz ohne IT-Kenntnisse.
Fragen rund um Fire protection
Note: ProtocolHero supports structured, traceable documentation. The professional assessment and the correct execution of inspections remain the responsibility of the executing company and its qualified personnel.
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See your Fire protection workflow in ProtocolHero
In 15 minutes we clarify where time is lost today, whether ProtocolHero fits your process and team size, and how a real report of your business looks digitally. No generic product pitch.