Site documentation checklist (Baustellendokumentation)

The site documentation checklist (Baustellendokumentation) is the on-site record of what actually got installed: the photos of the panels on the roof, the measurements of the run, the inverter serial number, the customer's signature on the handover. You fill it from the Mobile App while standing on the site, and the data appears in the Portal, feeding the customer-facing project view, the grid-registration filing, and the invoicing handoff at the end.

This page covers the full lifecycle, from opening the right checklist for your phase, through capturing each item type, to closing the segment and pushing the result to handover.

Before you start

• The installation must exist and you must be assigned to it (directly or via a team). Field workers see the installations they're assigned to.
• The Mobile App must be installed and logged in. Site documentation is primarily a Mobile App flow. The Portal works too, but you'll be on the roof, not at a desk.
• Camera and (optionally) microphone permissions must be granted to the app. Image items use the camera; freetext items can be dictated.
• A network connection helps with upload, and capture itself works offline. Photos taken offline upload automatically once you're back in coverage.
• The checklist template for site documentation must be configured for your workspace. If your installation has no checklist visible under the Installation phase, your admin sets up the template (see Customise the checklist for this site).

Open the right checklist for your phase

Reonic uses the same checklist mechanic across three phases of a project: consultation (on the request), survey protocol (on the offer), and site documentation (on the installation). On a single installation you can have multiple checklists if the template defines more than one. To get to site documentation:

1. Open the Mobile App.
2. Tap Projects in the bottom navigation.
3. Open the desired project.
4. Tap into the Installation area. The site-documentation checklist lives here, under Installation rather than Request or Offer.
5. Tap the checklist titled Baustellendokumentation (or the localised equivalent in your workspace) to open it.

If you see multiple checklists under Installation, your workspace uses sub-phases. Pick the one matching the work you're about to do (Vor Installation / Nach Installation if your admin split it that way).

Pro tip: The checklist progress percentage shown on the project overview rolls up all checklists across all phases. Your goal per visit is closing the segments relevant to that day's work, not driving the overall percentage to 100% in one trip.

Fill checklist items

The site-documentation checklist is built from the same item types as every other Reonic checklist; the template just configures different items for site doc than for consultation. The interactions in the Mobile App are:

• Checkbox: tap to tick ("DC isolator labelled correctly").
• Single-select: tap one option from a list.
• Multi-select: tap multiple options.
• Freetext: type or dictate notes ("Cable length to inverter: 12 m").
• Image: capture a photo or pick from your library (see Capture a photo).
• Signature: draw a signature with a finger or stylus (see Capture the customer sign-off).
• Reference content: read-only context the template author adds (a description, a title, a datasheet, a planned layout, a component list, or a view-only circuit plan) so you have background while you fill. The circuit plan shows the project's wiring diagram, which you can zoom here; it's created and edited back on the offer's planning view.

The app mirrors the same building blocks the Portal exposes. You can fill any checklist on either surface, and what gets stored is identical.

Capture a photo

When you tap an Image item, the app prompts you to take a photo, upload an existing image, or mark the element as irrelevant.

1. Tap the image item.
2. Pick Camera to capture, or Library to pick an existing photo.
3. Frame the shot and take it.
4. Add a caption to give context if you want ("DC switch, closed position, labelled").
5. Confirm. The image uploads to the project's gallery and links to this checklist item.

Pro tip: Capture works offline; upload runs when you have network. Photos taken in a coverage dead-zone sit on the device until you return to signal, so you don't need to retake them. Verify upload status by opening the item later and seeing the photo present rather than a placeholder.

Take a measurement (freetext)

Measurements go in Freetext items. The template author configures the item with a prompt ("DC cable length (m)"), and you type the value. For numeric measurements you care about for invoicing or grid registration, your admin should split each measurement into its own freetext item so the data is searchable later, rather than lumping them all into a single notes box.

Pro tip: Most mobile keyboards include a dictation button. Tap the freetext field, tap the dictation icon on your keyboard, and speak. The app stores the transcribed text.

Mark an item as irrelevant

Some checklist items don't apply to the install you're doing, for example an "antifreeze cap installed" item on a roof that didn't get a heat-pump component. To mark an item irrelevant rather than fake an answer:

1. Open the item.
2. Tap the three-dot menu on the element.
3. Tap Mark as irrelevant.
4. If the element is mandatory (a red asterisk), enter a reason. Type why this item doesn't apply ("no heat pump on this install"). For optional elements, the reason field is free-form.
5. Confirm.

The irrelevant flag is recorded with who marked it and when, so anyone reviewing the documentation later can see why an item was skipped rather than left blank.

Pro tip: Mandatory image items can stall a checklist when the photo is impossible (rain, a locked area, the customer not yet on-site). The mark-as-irrelevant-plus-reason path keeps the project moving without faking a photo. It's the way to handle "I can't take this photo today."

Capture the customer sign-off

The site-documentation checklist typically ends with a customer signature item, the formal sign-off that the work was done correctly and the customer accepts it. On a Reonic checklist, signature items carry a signing-person type: User (you, the technician), Customer (the homeowner), or Other (a landlord or building manager).

For the customer sign-off at the end of site documentation:

1. Open the signature item flagged as Customer.
2. Pass the device to the customer.
3. The customer reviews the item description and any preview content (the parts list, the photos).
4. The customer draws their signature with a finger or stylus.
5. Confirm. The signing time is stamped, the drawn signature is stored, and the sign-off is recorded as a customer signature.

Note: Have the customer sign each Customer-typed item themselves, from their own hand, rather than signing it on their behalf from your technician account. The record shows which signing-person type signed, so signing a Customer item yourself is later visible as the wrong signer. If the customer can't sign on the spot, leave the item blank and return to capture the signature when they can.

The customer signature is a drawn image with a timestamp: an operational sign-off. For a legally-binding e-signature, Reonic offers digital signature on the offer side (the contract), separate from this site-documentation sign-off.

Note: Either a phone or a tablet works for the signature. The canvas adapts to the device; phone-sized signatures are smaller but still recorded. A tablet gives more room for multi-person sign-off in front of you (customer plus partner).

Sign-off when the customer isn't on-site

If the customer can't be there at completion (they delegated to a property manager, or the install ran long and they had to leave):

• Property manager / landlord / partner: use the Other signing-person-type item if your template configures one. Capture the name in a freetext field. The signature still draws on canvas; the record shows "Other" rather than "Customer."
• Sign later: leave the signature item blank, close out the rest of the checklist, and return on a follow-up visit. The checklist tracks segment-level completion, so other parts of the documentation can be finalised without the signature blocking them.
• Remote sign-off: the offer-stage signature is Reonic's remote-signing path. For a remote site-documentation sign-off, email the rendered documentation PDF, capture sign-off through the customer's own channel, and store the proof as a file on the project.

Mark the segment as complete

Site documentation is broken into segments, logical groupings of items ("Roof installation", "DC side", "AC side", "Handover documentation"). Segments are the natural unit of done:

1. Inside the checklist, fill all the items in a segment.
2. Tap Mark segment complete.
3. The completion time is stamped on the segment.

Fill items in any order; completion is recorded at the segment level, not item by item. Once a segment is complete, the parent checklist shows progress ("3 of 5 segments complete"); when all segments are complete, the checklist is complete.

Pro tip: Different blocks of the same installation can be filled by different field workers at the same time. Split the checklist across the team. If two people edit the same item on different devices at once, the most recent save is the one that's kept.

Un-complete a segment (admin only)

Reverting a completed segment is an admin-only action. Only a user with the admin role can un-complete or unlock a segment; a field worker can't. If you marked a segment complete by accident, or you need to add more info before truly closing it, ask your admin to reopen it.

1. As an admin, open the segment.
2. Tap Unlock segment (the label may vary by app version).
3. The completion timestamp is cleared.

Note: Re-opening a segment keeps your filled items in place. Any signatures or photos you already captured stay attached. If completion already triggered a downstream step (a customer-facing status update, an invoice handoff), that step doesn't rewind, so coordinate with your office before re-opening segments that have downstream effects.

See progress and check what's left

The Mobile App shows checklist progress at three levels:

• Project overview: the total percentage across all checklists in the project (Request, Offer, and Installation phases).
• Checklist view: for a single checklist, how many segments are complete out of total.
• Segment view: for a single segment, how many items are ticked, photographed, or marked irrelevant.

Go back through the navigation hierarchy to see each level. The Portal mirrors the same information for office-side review.

Customise the checklist for this site

If the standard template doesn't fit a particular installation (an unusual roof, customer-specific requirements), an installer admin can customise the checklist on a single installation without changing the template:

1. Open the installation in the Portal.
2. Go to the checklist view.
3. Use the per-installation edit affordances to add segments, add items, rename items, or remove items. All the item types are available when adding (checkbox, single-select, image, description, title, freetext, signature, planned layout, datasheet, and component list).

Changes apply only to this installation. They don't propagate back to the template; the template changes only if your admin edits it directly. Field workers see the customised checklist in the Mobile App once the change is saved in the Portal.

Note: Once you customise a single installation's checklist, later template changes won't be applied to it automatically, so your edits are preserved. An admin can still apply a newer template version from the Portal when needed (see Refresh a checklist when the template changed).

Pro tip: If the same customisation comes up repeatedly (always adding the same item for a specific roof type), promote it into the template itself rather than re-customising per install. Long-term, your template should reflect your standard workflow; per-install customisation is for exceptions.

Refresh a checklist when the template changed

If your admin updates the site-documentation template (adds a new mandatory photo item, removes a deprecated section), in-flight installations stay on the template version they were created with until someone refreshes them. When a newer template version exists, the checklist actions menu shows Update checklist to latest version:

1. Open the affected installation in the Portal and find the checklist actions menu.
2. Click Update checklist to latest version. It appears only when the template has a newer version than this installation's checklist.
3. Choose how to apply it:
   • Merge data pulls in the new template structure while preserving everything already filled in (freetext, checkbox and radio selections, attachments, marked-irrelevant flags, and signatures). This is what you want for an in-flight installation.
   • Reset checklist re-clones a clean copy from the template and discards filled values. Use this when the existing answers are obsolete (the spec changed substantially).
4. Confirm. The installation's checklist reflects the new template structure, with your filled values preserved if you chose Merge data.

Signed signature items survive a Merge data refresh. The customer (or technician) does not have to re-sign after a template update; the signature, its timestamp, and who signed all carry across.

Note: On a checklist that's been customised or already touched, this update is admin-only. Non-admins see "Only admins can update customized checklists" and the button is disabled for them, so field workers should ask their admin to run the refresh.

Hand off to invoicing and the customer

When all segments are complete and the customer has signed:

1. The site-documentation record is stored against the installation as a complete checklist with all items, photos, signatures, and timestamps.
2. The handover summary PDF is generated from the Portal's Handover view. The right template is picked automatically from the offer's primary component (a solar-led handover summary or a heat-pump-led one), and the site-documentation data feeds into it. The customer signs the handover, and the signed PDF is stored as a file on the project.
3. The customer-facing portal surfaces the relevant photos and the completion status to the homeowner.
4. Invoicing happens after handover is signed. Your account manager or admin sends the final invoice once handover is complete (see Things to know).

Things to know

• The checklist is the source of truth for what was installed. Photos, measurements, sign-off: everything you capture here is what the office, the customer, and any auditor will see. Treat it as the formal record, not a draft.
• Photo capture works offline; upload runs when you have network. Photos taken in coverage dead-zones queue on the device until you have signal. Verify by re-opening items and confirming the photo is present after you regain network.
• Signatures are an operational sign-off. They're a drawn image with a timestamp. For a legally-binding e-signature, Reonic uses digital signature on the offer (the contract), separate from this site-documentation sign-off.
• Each item is independent. Filling one item doesn't auto-complete a related one. If your workflow needs conditional logic, the template author bakes it into the item structure (a "does this apply?" option gating downstream items).
• Items can show and hide based on your answers. The template author can set a block, segment, or item to appear only once another question is answered a certain way (for example a "wallbox wiring" item that shows once you tick "wallbox installed"). Hidden items drop out of the fill view, don't count toward the segment's completion, and are left out of the exported PDF, so a segment can read as complete even though some originally-listed items were never filled. This is show-and-hide only: answering a question never auto-ticks or auto-fills another item.
• Reverting a completed segment is admin-only. A field worker can't un-complete or unlock a segment; ask your admin. A signature on a reverted item stays attached, so re-signing replaces the earlier signature. If you need to invalidate a prior signature for legal reasons, document it separately.
• The progress percentage rolls up all phases. A project at 60% complete spans Request, Offer, and Installation checklists combined; read it as overall project documentation, not "the install is 60% done."
• Site-doc completion is a milestone, not a trigger. The final invoice is sent after handover, and your account manager or admin drives the downstream steps.
• The data feeds the handover PDF for your records. The completed site documentation flows into the handover summary PDF generated from the Portal's Handover view; download the photos individually from the project's Files tab if you need them separately.
• Commercial installations run the same flow on their own screens. This guide describes the residential flow; commercial installations use parallel checklist machinery with their own UI.

Need help?

• Step-by-step questions about this flow → contact your Reonic account manager.
• Feature requests / something missing → drop a note to your account manager.
• Bug reports → include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026