Creating a Protocol

This guide walks you through creating a new service protocol. For work without an internet connection, see Offline mode. Information about managing clients is available in Client database.

New protocol formDesktop

Accessing the Form

Open the new protocol form:

• 🖥️ Desktop: In the left panel, click New protocol
• 📱 Mobile: In the bottom bar, tap the + icon

Other options:

• From the Dashboard by clicking the New protocol card
• From the client detail with the New protocol button
• From the Nearby clients section on the dashboard

Form Structure

The protocol form is divided into sections. Some sections may be hidden depending on your organization’s settings.

1. Client Data

Client selection sectionDesktop

Client selection:

• Search for a client by name, company ID, or address
• Click an item in the list to select it
• After selection, client details (name, company ID, tax ID, VAT ID) appear in an information card
• If the client does not exist, click New client to create one directly from the form
• You can also populate clients in bulk through import from an accounting system
• The By location button finds nearby clients using your GPS location

Site selection:

• After selecting a client, their default site appears
• If the client has multiple sites, you can choose another one from the dropdown
• Use Add site to create a new site directly from the form

Contact details:

• Contact person, email, and phone are prefilled from the selected site
• You can edit them for this specific protocol
• Save to address updates the contact details on the client site
• Load from address reloads the original details from the site

2. Work Details

Work details sectionDesktop

Available work types depend on your organization’s settings and may include:

• Deratization
• Disinsection
• Disinfection
• Fumigation
• Protective disinsection
• Other types according to configuration

3. Technicians

Technicians sectionDesktop

• Lead technician - the signed-in user is prefilled automatically
• Additional technicians - add collaborating technicians by clicking + Add technician

4. Pests

Pests sectionDesktop

Record found pests:

1. Click + Add pest
2. Select the pest species from the codebook (managed in Codebooks overview)
3. Optionally enter a more detailed specification
4. Optionally enter count/intensity

5. Used Materials

Materials sectionDesktop

Record used products:

1. Click + Add material
2. Select the material from the codebook (managed in Codebooks overview)
3. Enter the quantity
4. Optionally enter concentration

6. Installations

Installations sectionDesktop

Record installed devices:

1. Click + Add installation
2. Select the device type from the codebook (managed in Codebooks overview)
3. Enter the quantity

7. Photo Documentation

Photo documentation sectionDesktop

Add photos from the work site:

1. Click Take photo or From gallery
2. Select a photo from the gallery or take a new one
3. Optionally add a description
4. Photos are automatically optimized to reduce file size

Tip: On mobile devices, you can take photos directly from the application using the camera.

8. Deficiencies

Deficiencies sectionDesktop

Record identified deficiencies in these categories:

• Organizational deficiencies - work organization issues
• Construction deficiencies - building defects
• Hygienic deficiencies - hygiene issues

For each category you can:

• Enable the switch to mark that a deficiency exists
• Add a description
• Attach photos

Optionally, you can mark whether it is an insurance event.

9. Additional Information

Additional information sectionDesktop

Optionally, you can mark Temporary system storage and Insurance event.

10. Recommendations

Recommendations sectionDesktop

Select recommendations for the client from the predefined list:

1. Click a recommendation to add it
2. You can edit the recommendation text
3. Recommendations are shown in the protocol PDF

Tip: Recommendations are filtered by the selected work type and subtype.

11. Notes

Notes section

• Notes - notes shown in the protocol for the client
• Basic rich text formatting is supported (bold, italic)

12. Signatures

Signatures sectionDesktop

Customer Signature

1. Click the customer signature field
2. A full-screen signature dialog opens
3. The customer signs with a finger or stylus
4. Confirms with Confirm

Technician Signature

1. Click the technician signature field
2. Sign in the same way
3. The technician name is prefilled automatically

Note: Signature requirements (required, warning, or optional) depend on your organization’s settings. If you save without signatures, a warning may appear.

Sending the Protocol

After filling in all necessary data, action buttons are available at the bottom of the form. Their availability depends on your organization’s settings:

If the Organization Uses a Review Process

If the Organization Does Not Use a Review Process

Warnings Before Sending

If the protocol contains incomplete data, a dialog with warnings appears. Warning severity depends on your organization’s settings:

• Warning (yellow) - informs you about missing data, but you can continue with Continue anyway
• Required field (red) - blocks sending until the data is completed. The continue button is not available

Examples of warnings:

• Missing customer or technician signature
• Empty pest or materials section
• Missing contact person
• Missing photos or recommendations

Click Go back and complete to return to the form and add the missing data.

Selecting Email Recipients

After sending the protocol, an email recipient dialog may appear (depending on notification settings):

• Client email
• Site email
• Additional email addresses
• Do not send to anyone

After successful sending, you are redirected to protocol detail.

Autosave (Drafts)

The form automatically saves the in-progress protocol as a draft:

• Autosave runs every few seconds after changes
• You see the save status at the top of the form
• Drafts are stored locally on your device

Working with drafts:

• On the side of the form (desktop) or at the top (mobile), you see a list of drafts
• Click a draft to switch to it
• Delete a draft by clicking the trash icon
• The limit is 5 drafts

Offline Mode

You can create protocols even without an internet connection. See offline mode documentation for details.

• The form works the same as online
• After saving, the protocol is stored locally
• When the connection is restored, it synchronizes automatically to the server
• On the dashboard, you see the number of waiting protocols
• Synchronized protocols appear in protocol history

Important: In offline mode, you work only with already synchronized clients and codebooks.

GPS Location

The application automatically records GPS location:

• Start - when opening the form
• End - when saving the protocol
• Synchronization - when synchronizing an offline protocol

Locations are stored in the protocol for record-keeping.

Error Messages

If an error occurs while saving:

• Missing required fields are highlighted in red
• Error messages appear below the relevant field
• On mobile, a toast notification appears
• Correct the errors and try saving again

Tips for Efficient Work

Tip: Use the GPS feature on the dashboard to quickly choose a client by location.

Tip: Before a field visit, check that current client data is synchronized.

Tip: Take photos directly from the application. They are optimized automatically and attached to the protocol.

Tip: If you often use the same materials or recommendations, ask the administrator to add them to the codebooks.