Digital maintenance and inspection protocols for industry
Assets, intervals and owners in one place: your maintenance staff document at the machine, plant management sees what is due and open — and everything is at hand for the audit.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Industry & maintenance document today – and what it costs
In industry, maintenance is a deadline business: hundreds of assets, each with its own maintenance interval and inspection duties from regulations or manufacturer specifications. Plus faults that must be handled immediately, and contractors who send their maintenance records as PDF by email. And once a year the auditor comes and wants to see for every asset what was done when and by whom.
Many plants manage this with a mix of maintenance plan in a spreadsheet, route sheets at the machine, fault reports by word of mouth and a CMMS only the office uses. The technicians on the floor have no tool that fits their work — so they document afterwards, from memory, or not at all. At the audit people search, and deviations cost the certificate or customer trust.
For production and maintenance management this means: they do not know for sure which inspection is due, whether faults were fixed and whether the proof is complete. ProtocolHero gives technicians a tool for the shop floor and management the overview.
Who ProtocolHero is built for
- Maintenance departments in manufacturing plants with their own technician team
- Industrial service and plant engineering firms with maintenance contracts at customers
- Site services and plant engineering with recurring inspection duties (electrical, gates, racking, ladders, pressure equipment)
- QM and occupational safety managers who have to prepare audits
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Due inspections and open faults per asset
Assets with location, interval and history in the database; every maintenance job attaches to the asset. The document hub shows what is due, in progress or approved. The Hero Agent posts the deadline list to your channel before an inspection is missed.
Fault → card → fix → proof, without word of mouth
Fault report via web form, QR code at the machine or email to the channel. The Hero Agent creates the card, assigns by your rules (shift, trade, priority), sets the deadline and asks for evidence of the fix. Escalation when overdue.
Technicians document at the machine, not afterwards
Checklist on the tablet, offline on the floor, with previous values next to current readings. Required fields prevent gaps; photos attach to the check point. Contractors enter data directly via a protected link — no PDF attachment nobody assigns.
Audit proof per asset in seconds
Approved protocols with signature, activity log with timestamps, bulk export per asset or period. Internal audits, customer audits and regulatory inspections are prepared with a link, 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.
Maintenance plans live in spreadsheets, execution on route sheets — the two rarely match.
Recurring inspections of machines, gates, racking or ladders are missed until the auditor asks.
Faults are reported verbally; who fixes them and whether they were fixed is recorded nowhere.
Contractors send maintenance records as PDF by email that nobody assigns to the asset.
So unterstützt ProtocolHero Industry & maintenance
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Assets as a database with history
Every asset with location, interval and previous inspections in the database; every maintenance job attaches to the asset and knows the previous readings.
Fault → card → fix
A fault report via web form or channel email becomes a board card; the Hero Agent assigns it by your rules, sets deadlines and asks for evidence.
Contractors without their own login
External maintenance companies fill in via a protected link and sign — the record sits in the same workspace on the right asset.
Audit proof in seconds
Approved protocols, activity log with timestamps and bulk export per asset or period — for internal audits and external inspectors.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Assets and inspection duties into the database
Asset, location, intervals, owner, previous inspections. Import from your asset list, export at any time.
- 2
Maintenance and inspection templates per asset type
Electrical installations, gates, racking, ladders, compressed air, risk assessment — central templates with required fields and measurement tables.
- 3
Technician works through the deadline list
Checklist at the machine on the tablet, offline. Previous values sit alongside, deviations show up immediately.
- 4
Faults arrive structured
Web form, QR code or email to the channel — the Hero Agent turns it into a card with asset, owner, deadline and priority.
- 5
Contractors deliver into your system
External maintenance companies fill in via a protected link and sign. The record attaches to the right asset.
- 6
Approval and audit export
Maintenance management approves; bulk export per asset or period for internal and external audits. API and MCP for ERP or BI integration in the enterprise plan.
Downtime and audit deviations are the expensive items
A maintenance team of 30 technicians quickly produces 600 maintenance and inspection protocols a month. If each costs 15 minutes of rework — retyping route sheets, assigning photos, updating the CMMS — that is 150 hours a month not spent at the asset.
The bigger lever lies in what does not happen: a fault reported by word of mouth and forgotten becomes downtime. An overlooked inspection becomes an audit deviation, in the worst case an accident with liability consequences. A process in which every report is a card with a deadline and every inspection has a deadline prevents exactly that.
- Documentation at the machine instead of rework in the office
- Faults with owner, deadline and escalation — no verbal report gets lost
- Contractor records on the right asset, without licence costs
- Audit preparation via bulk export instead of searching binders and mailboxes
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 use ProtocolHero for inspection protocols of electrical installations, internal processes such as inventory and the central overview of a thousand documents — the same mechanism as in industrial maintenance.
„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.“
„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.“
„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.“
Beliebte Vorlagen für Industry & maintenance
Starten Sie mit fertigen Vorlagen oder bauen Sie sich Ihre eigenen – ganz ohne IT-Kenntnisse.
Fragen rund um Industry & maintenance
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 Industry & maintenance 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.