Digitale Inspektions- & Begehungsprotokolle für Facility Management
Begehungen, Sicherheitskontrollen und Wartungen strukturiert dokumentieren – über alle Objekte hinweg, mobil und mit nachvollziehbarem Freigabeverlauf.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Facility Management document today – and what it costs
Facility management is a portfolio business: dozens of sites, hundreds of buildings, thousands of assets — and for each an inspection, a test or a maintenance job with its own interval. Plus contractors who send their records as PDF by email, faults from the ticket system and operator duties the owner has delegated to you. Today these records sit in spreadsheet maintenance plans, in site managers' mailboxes and in forms that are filled in digitally but steered nowhere.
That costs: site managers gather the records before every owner meeting. Defects from inspections are in the protocol, but nobody knows which are still open — across 80 sites that adds up to a defect backlog nobody can quantify. And when a contractor skipped an inspection, it only shows when something happens.
For regional or general management this means: they cannot say how many inspections in the portfolio are overdue, how large the open defect backlog is and whether the operator duties per site were demonstrably met. ProtocolHero steers all inspection and walk-through records across your property portfolio — instead of just filling in forms digitally.
Who ProtocolHero is built for
- Facility management providers with distributed sites and several site and regional managers
- Corporate real estate and operator organisations with in-house technical building management
- Housing and property companies with operator duties across many properties
- Operators of retail networks, hospitals or campus sites with external maintenance contractors
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Site → building → asset: every deadline in the portfolio visible
Sites, buildings and assets live in the database with intervals and owners; every protocol attaches to the asset. The document hub shows per site and site manager what is due, in progress, in review or approved. The Hero Agent posts overdue inspections and open defects per region to your channel.
Defects with deadline and escalation, not in the remarks field
Every inspection lands as a card on the board. The Hero Agent creates owner and deadline for each defect — by your rules per trade or priority — reminds and escalates to regional management when the deadline slips. The open defect backlog is a number, not an estimate.
Contractors deliver into your system, with a role instead of a PDF attachment
External maintenance companies get a role in the workspace or fill in via a protected link, without a licence. Their record attaches to the right asset, with signature and timestamp. A skipped inspection is visible as an open deadline, not as a missing email.
Operator duties per site proven in seconds
Bulk export per site, asset or period: approved protocols with signature, photos and activity log. Owners, insurers and authorities receive a link — your site manager prepares the meeting with numbers, not with a week of searching.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Objektbegehungen werden auf Papierchecklisten erfasst und gehen zwischen Objekt und Büro verloren.
Brandschutz- und Sicherheitskontrollen sind über viele Excel-Dateien und Ordner verteilt.
Mängel werden per Foto und Notiz festgehalten, aber niemand verfolgt die Behebung nach.
Bei Audits fehlt der schnelle, lückenlose Nachweis durchgeführter Kontrollen je Objekt.
So unterstützt ProtocolHero Facility Management
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Begehungen & Checklisten digital
Standardisierte Begehungs- und Kontrollchecklisten mobil abarbeiten – einheitlich über alle Objekte hinweg.
Mängel erfassen & nachverfolgen
Mängel mit Foto, Ort und Maßnahme dokumentieren, zuweisen und den Status bis zur Behebung im Blick behalten.
Objekte als Datenbank verwalten
Gebäude, Anlagen und Prüfungen strukturiert hinterlegen und alle Protokolle je Objekt zentral wiederfinden.
Nachweise für Auftraggeber
Durchgeführte Kontrollen als PDF oder Link bereitstellen – sauberer Nachweis für Eigentümer und Auftraggeber.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Portfolio into the database
Sites, buildings, assets with interval, owner and contractor — import from your asset list, export at any time.
- 2
Inspection templates per asset type
Site walk-through, public safety, fire safety inspection, lift, gates, electrical, drinking water — central templates with required fields and recurring blocks per area.
- 3
Site manager inspects on mobile
Checklist per building on the smartphone, photo per defect, offline in basement and plant room. The site is selected and master data flows into the protocol.
- 4
Contractors and faults arrive structured
Maintenance companies fill in via role or protected link; faults arrive via web form, QR code at the site or email to the channel — the Hero Agent turns them into cards with asset, owner and deadline.
- 5
Approval by the site manager
Site or regional management reviews and approves; only then does the record count. Defects continue on the board with deadline and escalation.
- 6
Portfolio record for owners
Bulk export per site or period, link for the owner. API and MCP for connecting CAFM or ERP in the enterprise plan.
The open defect backlog is the expensive item
An FM provider with 120 sites and ten site managers easily produces 500 inspection protocols a month. If each costs 20 minutes for transferring, filing and assigning contractor PDFs, that is roughly 165 hours a month — a full position that inspects no sites.
The bigger lever lies in what is invisible today: a defect on an escape door that sat in the remarks field for three months; a skipped lift maintenance that only shows after the incident; an owner who tenders the contract because the records were missing at the meeting. A process in which every inspection has a deadline and every defect a card with escalation makes these items manageable.
- Deadlines across site, building and asset — overdue inspections as a list, not a surprise
- Open defect backlog as a number per site, with owner and escalation
- Contractor records on the right asset, without licence costs
- Operator duties per site proven via bulk export
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
Our references steer via the document hub who completes which inspections and handovers, and map internal processes in the same system — the same mechanism as portfolio steering in facility management.
„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.“
„Wirklich gute Kommunikation mit eurem Team – Fragen wurden immer schnell und effizient geklärt. Ein großer Vorteil ist, eigene Protokolle zu erstellen: Wir konnten z. B. eine eigene Drohnenflug-Einverständniserklärung direkt in ProtocolHero abbilden. ProtocolHero ist extrem vielseitig – wir nutzen es sogar für interne Prozesse wie unsere laufende Inventur.“
„Mit ProtocolHero läuft unsere Dokumentation heute deutlich strukturierter und einfacher. Gerade im Alltag ist es wichtig, dass Informationen nicht verloren gehen und wir alles schnell an einem Ort wiederfinden. Das spart Zeit und bringt mehr Klarheit ins Team. Was ich außerdem gut finde: ProtocolHero ist vielseitig einsetzbar – ob Schlüsselübergabe, Baudokumentation oder wichtige Prüfprotokolle.“
Beliebte Vorlagen für Facility Management
Starten Sie mit fertigen Vorlagen oder bauen Sie sich Ihre eigenen – ganz ohne IT-Kenntnisse.
Fragen rund um Facility Management
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See your Facility Management 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.