"Project admin" is a Project Role that requires an active paid License.

Upon first login or when Invited to docu tools, you will receive an activation link to create an Account. If it does not arrive, please check your spam folder. If you attempt to log in at a later date with an email address that has already been used, you will not receive an activation code. In this case, reset your Password and then log in as usual.

A Task is always created in a Pin; it cannot exist independently. You can create a Task and Assign it to a User/Contact/Team responsible for its completion. They can document their progress in the Task and mark it as completed once done. If the Task is completed to everyone's satisfaction, it can be closed.

"Contributor" is a Project Role that requires an active paid License.

Notifications inform Users about news in Projects, Pins, and Tasks. These can be received via email or displayed upon logging into docu tools.

A User is a person with a docu tools Account.

A Report compiles all desired information into a sharable format (Word, Excel, PDF).

The Report template uses placeholders to determine which information from a Project should be included in a Report. The information is sourced from docu tools on a daily basis.

The "Deactivate" function allows you to hide irrelevant content that is no longer important in the Project (e.g., because it is outdated), no longer needed, or perhaps created by accident.

An External User is a person with a docu tools Account outside of their own Organization, e.g., a partner Company or a Subcontractor.

"External viewer" is a Project Role that requires an active paid License.

An Internal User is a person with a docu tools Account within their own Organization (typically their own Company).

"Internal viewer" is a Project Role for which an active free License is sufficient.

A Contact is a person who does not have a docu tools Account but is involved in a Project.

Every User of docu tools opens an Account with their preferred email address. This Account can be assigned a License, and Users can be added to Projects with this Account.

A full use of docu tools is only possible with an active paid License. Depending on the License model, the active Projects and Plans are limited, but the functionalities of docu tools are not restricted. Licenses are activated on an Organization after purchase. If there are multiple Users in an Organization, the Organization owner is responsible for distributing the Licenses.

In License management, Licenses can be assigned to Users within an Organization. The right to manage Licenses is held by the Organization owner and any User who has been granted the appropriate permission by the Organization owner.

In docu tools, nothing can be deleted except for "Empty Folders" and "Contacts." This creates an indisputable record of the work performed on-site, replacing subjectivity with facts. With docu tools, you hold the optimal proof of performance in your hands.

"Member" refers to participants in a Project or in a Team and must be Invited through the respective Invite function.

Mobile App refers to the docu tools app on smartphones. The Mobile App is available for both Apple and Android devices.

Here you can find Notifications and set the frequency of email Notifications.

Working offline on mobile devices is possible if the relevant Projects have been previously downloaded to the device.

Folders help organize your data.

An Organization consolidates all Accounts of a Company. A User is the Organization owner, who manages the Licenses. Not all Members of an Organization need to have an active License. Users within an Organization are "Internal Users."

Organization owners are often - but not always - the first from a Company to sign up in docu tools and to whom other Users from the same Company are assigned within the Organization. Organization owners have access to License management, can Invite others into their Organization, and Assign Licenses and permissions.

To access your docu tools Account, you need to set a Password. This is also required when using the Mobile App or Tablet App.

The Pin is the core of docu tools. Here, you collect all relevant data about the documented object – whether it's a defect, construction progress, or an existing object.

With the Pin, you mark the location on the Plan where the object is located. The Pin color helps you categorize. With photos, you document the real view. Through Pin Controls, you can quickly add definitions. Datasets help attach more detailed background information easily. Tasks that arise are summarized here and Assigned to the executing Partner, who can document their work in the Task and send it back to you for approval.

The Role defines what a Member is allowed to do in a Project. For the Roles of Project admin, Contributor, and External viewer, active docu tools Licenses are needed. The Roles of Internal viewer and Subcontractor can be given to Users without an active License.

"Subcontractor" is a Project Role for which an active free License is sufficient. This Role is usually distributed to Companies that are only to perform assigned Tasks and document their progress.

Data synchronization aligns data between different devices and makes new data available to all participants. Problems can occur if the time between synchronizations is too long.

Tablet App refers to the app on tablets.

A Team in docu tools is a Group of Team Members who are supposed to perform certain Tasks, where it does not matter which Team Member specifically completes the Task, e.g., all employees of a plumbing Company or all painters on-site. It is important that all Team Members have the same Project Role, otherwise, error messages may occur.

When you first sign up for a docu tools Account, a 14-day trial period begins, during which docu tools can be used free of charge within the scope of the pocket tool License.

Web App refers to docu tools used in a browser, e.g., in Chrome or Firefox.