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

Upon first login or Invitation 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 try to log in at a later time 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 stand alone. You can create a Task and Assign it to a User/Contact/Team responsible for completing it. They can document their progress in the Task and mark it as completed when done. Once 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 login in docu tools.

A User is a person with a docu tools Account.

A Report compiles all desired information into a shareable 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 obtained 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function allows you to hide irrelevant content that is no longer important in the Project (e.g., because it is outdated), no longer needed, or perhaps created by accident.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 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 with this Account, Users can be added to Projects.

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 the construction site, replacing subjectivity with facts. With docu tools, you hold the optimal performance record in your hands.

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

Mobile App refers to the docu tools app on a smartphone. 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 in a Company to sign up for docu tools and to whom other Users from their own Company are assigned within their 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. It collects all relevant data about the documented object – whether it is 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. Using Pin Controls, you can quickly add definitions. Datasets help attach more detailed background information easily. Upcoming Tasks are summarized here and Assigned to the executing Partner. The Partner 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 exclusively assigned to work on specific Tasks and document their progress.

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

Tablet App refers to the app on a tablet.

A Team in docu tools is a Group of Team Members who are supposed to complete specific 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 will 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.