Protocol Detail

Here you can find all protocol data, from client information and performed work to the change timeline and the option to download the PDF.

Protocol detailDesktop

Accessing the Detail

Open the protocol detail:

• By clicking a row in protocol history
• By clicking the protocol number in a list
• By opening a direct link (the URL contains the protocol ID)

Header

At the top of the page you will find:

• Protocol number - the unique protocol identifier
• Protocol status - a colored badge (see below)
• Revision badge - if the protocol was reopened, Rev. 1, Rev. 2, etc. is shown
• Lock badge - if someone is currently editing the protocol, you see Being edited (a colleague) or You’re editing (you)
• Client name - for quick orientation
• Back button - returns to protocol history

Note about locks: The application prevents multiple users from editing the same protocol at the same time. If you see Being edited, wait until the colleague finishes, or contact them.

Protocol Status

Each protocol has a status that tells you which phase it is in:

Tip: The Returned status appears only when the protocol is in progress and the last action was a return from review. You can see it in the header and in the protocol list.

Lifecycle

The lifecycle depends on the protocol process settings in your organization. The administrator configures it in protocol settings.

Without a Process (Direct Send)

The simplest setup. The technician fills in the form and sends the protocol to the client with one click.

1. The technician fills in the form
2. Clicks Send -> the protocol is Sent (final)
3. The PDF is generated and emailed to the client

There are no intermediate steps and no review. This is suitable if you work alone or do not need approvals.

With Optional Review

The technician can save the protocol, return to it later, and decide whether to send it directly or submit it for review.

1. The technician fills in the form
2. Clicks Save -> the protocol is In progress
3. The technician can return to it at any time, edit it, and then:
   • Click Send -> the protocol is Sent (final)

A manager can see in-progress protocols and review or send them.

With Mandatory Review

The technician must submit every protocol for review. Only a manager can send it to the client.

1. The technician fills in the form
2. Clicks Save -> the protocol is In progress
3. When the form is complete, clicks Submit for review -> the protocol is In review
4. The manager reviews the protocol:
   • If it is correct -> clicks Send -> the protocol is Sent (final)
   • If it needs corrections -> returns it to the technician -> the protocol is Returned
5. The technician corrects it and submits it For review again
6. After approval, the manager sends it -> Sent

Manager-Prepared Protocols

If this option is enabled, a manager can create the protocol base before the service visit:

1. The manager creates a protocol and fills in known data (client, address, work type)
2. Assigns the protocol to a technician
3. The technician completes the missing data in the field (materials, photos, signatures)
4. Continues according to the configured review mode (sends directly or submits for review)

Reopening a Sent Protocol

If this option is enabled, a manager can reopen an already sent protocol for correction:

1. The manager opens the sent protocol
2. Clicks Reopen - a confirmation dialog appears
3. Optionally fills in Reason for reopening (for example “correct material amount” or “add signature”)
4. Confirms the action - the protocol returns to In progress
5. After correction, it goes through review and sending again
6. The revision number increases automatically - after the next send, Rev. 1, Rev. 2, etc. is shown

Note: The client and site cannot be changed in a revision — a revision corrects the protocol of the same client. For another client, create a new protocol.

Tip: The reopen reason is optional, but we recommend filling it in. It helps colleagues, and you later, understand why the protocol was changed.

Every reopening is recorded in the timeline and the original version remains in history. For revisions, mandatory signatures become warnings: they are not required to resend the protocol if signatures already existed on the first send.

Change Waiting on This Device

If you edited the protocol without a connection, a bar at the top of the detail shows the state of your change:

• Change waiting to be sent — it is saved automatically once you are online; with Open change you can still edit it
• The change is being sent… — wait until it is saved
• Saved – ready to send — the change is saved; send the protocol with Send (you select the email addresses) or submit it For review; Close hides the reminder
• The protocol has changed in the meantime — someone else saved a newer version; Open my change shows the differences and you decide which version to keep, or Discard my change
• The change cannot be saved — for example, the protocol was sent or canceled in the meantime; open the change or discard it
• The change could not be sent — Try again

Until the change is saved, the Send and For review buttons at the top are disabled — they would send the protocol without your change.

More in the Offline Mode guide.

Protocol Actions

View PDF

Click View PDF to open the protocol in the PDF viewer directly inside the application. The viewer supports:

• Zooming in and out
• Page navigation
• Downloading to the device

Download PDF

The Download PDF button saves the file directly to your device. The file name matches the protocol number.

Share

The Share button opens the system sharing menu on your device. You can share:

• By email
• Through messenger applications
• By saving to files
• Through another installed application

Note: Sharing depends on the capabilities of your device and browser.

Resend PDF

If you need to send the protocol by email again:

1. Click Resend PDF
2. In the dialog, select recipients:
   • Email from the client address
   • Client company email
   • Administrator/manager email
   • Custom email address
3. Click Send

You can select multiple recipients at once.

Deleting a Protocol

If you have permission to delete protocols:

1. Click Delete (trash icon)
2. Confirm the action in the dialog

Warning: Deleting a protocol is irreversible. A deleted protocol cannot be restored.

Timeline

Below the protocol header you will find the timeline, a chronological overview of all events and changes since the protocol was created.

Protocol timelineDesktop

Event Types

What You See in Event Details

For each event you see:

• Date and time - when the event happened
• Who - the name of the user who performed the action
• Changed sections - colored badges showing which sections changed (for example Materials, Pests, Photos)

Click Change details to expand a detailed overview of changes:

• For text fields, you see the original and new value
• For lists (materials, pests), you see added, removed, or changed items
• For photos, you see previews of added or removed photos

What the Client Sees in the Portal

In the client portal, the client sees a shorter timeline:

• creation, signatures, sending with the revision number, reopening for correction with the reason, and cancellation,
• changes after the first signature or sending: only the names of sections the client sees in the detail or in the PDF, without old and new values (the client has them in the PDF addendum).

The client does not see the review round (submission for review, return for rework), technician assignment changes, related protocols, invoices, credit notes, email recipients, or internal protocol data (planning note, invoicing status). The section settings decide which sections the client gets.

Protocol timeline in the client portalDesktop

Invalid Signature Warning

If protocol data changed after signing, the application warns you in two ways:

1. Yellow Banner at the Top of the Detail

A prominent banner appears above the protocol: “The signature no longer matches the current state of the protocol”. The banner shows:

• Which signatures lost validity - client, technician, or both
• Changed sections - colored badges with field names where a change occurred (for example Materials, Pests, Notes)
• View change history button - scrolls directly to the timeline

2. Event in the Timeline

The timeline gets an Invalid signature event with details of which fields invalidated the signature.

What now? Open the protocol for editing (if you have permission) and sign again. The signatures will be renewed and the banner will disappear. This confirms that the signatures match the current data.

Detail Sections

The protocol detail is divided into several sections. Visibility of individual sections depends on your organization’s settings.

Client Data

• Name / company name
• Billing address (registered office)
• Contact email and phone
• Company ID, Tax ID, VAT ID (if filled in)

Work Site

Information about the site where the work was performed:

• Site name (if different from the registered office)
• Work address
• Contact person on site
• Phone and email for the work site

Work Details

• Start date and time of work
• End date and time of work
• Work type (for example deratization or disinsection)
• Work subtype (for example preventive inspection)
• Protocol creation date

Tags

Colored labels (tags) assigned to the protocol. If you have permission:

• You can add tags by clicking +
• You can remove tags by clicking x next to the tag

Note: Tag availability depends on your permissions set by the administrator.

Technicians

• Lead technician - responsible for performing the work
• Additional technicians - collaborating technicians (if entered)

Locations (GPS)

If the protocol contains GPS data:

• Start of work - location when the form was opened
• End of work - location when the protocol was saved
• Synchronization - location when the offline protocol was synchronized

Locations are recorded by the technician the protocol is assigned to, and only once. Edits of the protocol by other users (for example, the office) do not change them, and the form does not look up their location. A protocol prepared by a manager for a technician has no locations until the technician saves it.

Click the coordinates to open the location in Google Maps.

Pests

List of found pests with details:

• Pest species
• Detailed specification (if entered)
• Count/intensity

Used Materials

List of materials used during the work:

• Material name
• Quantity
• Concentration (if entered)

Installations

List of installed devices:

• Device type
• Quantity

Photo Documentation

Photo gallery from the work site. Click a photo to enlarge it. In the enlarged view you can:

• Move between photos by swiping
• Zoom into details
• Close by clicking outside the image

Deficiencies

Shows found deficiencies by category:

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

For each category, you see:

• Status (yes/no/no deficiencies)
• Description of the deficiency
• Photos (if attached)

Additional Information

• Temporary system storage
• Insurance event
• Number of concession holders
• Next intervention date
• Next inspection date

Recommendations

List of recommendations for the client. Each recommendation contains:

• Title/heading
• Recommendation text
• Illustrative image (if assigned)

Notes

Text notes about the protocol entered by the technician.

Offline Mode

In offline mode:

• ✅ You can view protocols that were loaded before disconnection
• ✅ You can edit the protocol — the change is saved once you are online
• ⚠️ PDFs and photos are available only if you opened them before while online
• ❌ Sharing and sending by email are not available

Tips

Tip: If you need to find a specific protocol quickly, use the protocol number search in history.

Tip: When sharing on mobile, you can send the protocol directly through WhatsApp or another messenger application.

Tip: Tags help you categorize protocols for later filtering, for example “urgent”, “complaint”, or “VIP client”.

Tip: The timeline lets you trace exactly who changed the protocol and when.