Digital protocols for windows, doors and gates
Every opening with dimensions, installation situation, photos and acceptance — from measurement to handover in one protocol, identical for all installation teams.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Windows & doors document today – and what it costs
In window and door installation the measurement decides the margin. One transposed digit in the width costs a whole element plus remanufacturing plus a second installation date. Yet measurements are often taken on slips of paper, transferred into a spreadsheet in the office and from there into the order — three transfers, three sources of error.
After installation it continues: complaints about scratches, leaks or adjustment can only be resolved months later if photos from installation day exist. General contractors' site managers demand an installation protocol per element — and every crew delivers a different form. Gates and fire doors add inspection duties with fixed intervals.
For the operations manager this means: they do not know their error rate, do not know which crew documents cleanly, and pay complaints out of goodwill because the proof is missing. ProtocolHero addresses exactly these points.
Who ProtocolHero is built for
- Window and door manufacturers with several installation crews
- Metalwork and gate companies with maintenance and inspection contracts
- Building-element dealers with their own installation service
- Companies working for housing associations and general contractors
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Measure once, reuse directly
Every opening is a row of a recurring block: room, dimensions, hinge side, photo of the installation situation. The measurement list becomes a table in the PDF and can be exported — no manual transfer, no transposed digits in the order.
Every crew documents the same way
One central installation template with required fields for fixing, sealing, adjustment, function test. In the document hub you see which site is fully documented and which crew still owes a protocol.
Answer complaints with photos from installation day
Photos attach to the respective element, the acceptance carries customer signature and timestamp. For a complaint eight months later you show the condition at handover — instead of reworking out of goodwill.
Open items from the acceptance no longer slip away
The acceptance lands as a board card. The Hero Agent creates owner and deadline for every open item, reminds the crew and asks for the completion photo. The customer receives the link to the finished submission.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Measurements are on slips of paper or in spreadsheets; one transposed digit costs a whole element.
Installation teams document differently — site management gets a different form every time.
Complaints (scratches, leaks, adjustment) cannot be resolved without photos from installation day.
Maintenance and inspection of doors and gates are kept per site in binders.
So unterstützt ProtocolHero Windows & doors
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Measurement per opening as recurring block
Record room, opening, dimensions, hinge side and specifics per element — with a photo of the installation situation. The measurement list becomes a table in the PDF.
One installation protocol for all teams
Central template with required fields for fixing, sealing, adjustment and function test — every crew documents the same way.
Acceptance with customer and site management
Sign on site, open items as board cards with owner and deadline — the customer receives the link to the submission.
Door and gate inspections with history
Sites and elements in the database, every inspection timestamped in the activity log — everything at hand if there is a dispute.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Measurement on site
Dimensions, hinge side, specifics, photo per opening — on the tablet, offline. The measurement list is finished when leaving the site.
- 2
Review in the office, handover to production
Work preparation checks the list, approves and exports the dimensions. Queries run as comments on the protocol, not by phone.
- 3
Installation with a uniform protocol
The crew documents fixing, sealing, adjustment and function test per element with photo. Required fields prevent gaps.
- 4
Acceptance with customer or site management
Signature on site, open items recorded immediately. The customer automatically receives link and PDF.
- 5
Open items on the board
The Hero Agent assigns, sets deadlines, reminds and collects completion photos. The site is only closed when the board is empty.
- 6
Maintenance and inspection of doors and gates
Elements and inspection intervals in the database; every inspection timestamped in the activity log. The Hero Agent reports deadlines.
One wrongly measured element costs more than a year of software
Be honest with the numbers: a remanufactured window element with a second installation date quickly costs 800 to 1,500 euros. If that happens just once a quarter, it is several thousand euros a year — plus the trouble with the customer. Structured measurements with required fields and a photo of the installation situation are the cheapest lever against these errors.
Then the office: with 60 installations a month and 30 minutes per job for transferring, compiling the protocol and chasing the acceptance, that is 30 hours a month. With ProtocolHero what remains is the approval — and the acceptance is signed on installation day.
- Measurement without transfer errors: record once, export
- Uniform installation protocols for all crews and general contractors
- Photos from installation day decide complaints in your favour
- Open items with deadlines instead of open sites blocking the final invoice
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 come from electrical and painting companies that create acceptances and damage documentation on site — the same mechanism as measurement, installation and acceptance in window and door installation.
„Ich nutze ProtocolHero in meinem Elektrofachbetrieb für die Erstellung von Prüf- und Abnahmeprotokollen und bin sehr zufrieden. Besonders praktisch finde ich, dass ich Protokolle direkt digital erstellen und problemlos auf der Baustelle ausfüllen kann. Die Software ist übersichtlich und einfach zu bedienen – deutlich weniger Papierkram und eine viel effizientere Dokumentation.“
„Gerade bei Wasserschäden und Arbeiten für Versicherungen ist eine saubere Dokumentation extrem wichtig. Es muss nachvollziehbar festgehalten werden, welcher Schaden vorlag, welche Maßnahmen durchgeführt wurden und wie die Instandsetzung erfolgt ist. Das hilft uns intern für den Überblick, aber auch nach außen bei Rückfragen mit Kunden und Versicherungen.“
„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.“
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Fragen rund um Windows & doors
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See your Windows & doors 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.