Site documentation (Installation)

The site-documentation checklist is the third of three checklist phases in Reonic. It attaches to the installation phase of a project and is the formal Baustellendokumentation: what got installed, where, with which serials, signed off by the customer. For the cross-cutting overview of all three checklist phases and the setup steps shared across them, see Offer (Consultation).

Who this is for

Installer admins configuring the site-documentation template company-wide, account managers reviewing site-documentation output from the office, and field workers filling the checklist on-site from the Reonic Mobile App.

What the site-documentation checklist is for

The site-documentation checklist sits in the installation phase. It's the on-site record of what actually got installed: photos of the panels on the roof, measurements of the cable run, inverter serial numbers, the customer's signature on the handover. Field workers fill it from the Mobile App while standing on the site. What they enter appears in the Portal right away and feeds the customer-facing project view, grid-registration filing, and the invoicing handoff.

For the in-the-field walkthrough of how field workers fill the checklist (photo capture, signatures, segment completion, offline behaviour), see the dedicated Site documentation checklist (Baustellendokumentation) guide under Deep Dive | Installation.

This Settings page covers the template-author concerns: setting up the template in Settings > Checklists, and the per-project update path for in-flight projects when you change the template after work has started.

Set up the site-documentation template

The setup path is the same across all three checklist phases. See Offer (Consultation) for the full walkthrough.

In short:

1. Open Settings > Checklists.
2. Choose the Site documentation phase.
3. Build the template from blocks (Description text, Checklist, Selection, Images, Free text, Signature field).
4. Save. New installations created from this point forward use the updated template.

Reset or refresh a checklist on a project you've already edited

Running offers and installations stay on whichever template version was active when they were created, so a template change in Settings reaches them once you trigger the update per project.

This is also the path to use when you want to reset a project's checklist back to the current template after you've already edited the project's checklist, pulling the latest template structure onto the project.

1. Open the affected offer or installation project in the Portal.
2. Click the three-dot menu at the bottom-left, or directly next to the checklist.
3. Choose Update checklists.

Note: The Update checklists option appears when template changes are pending, i.e. when the template version on the project is behind the current template version in Settings. If the option isn't visible, the project's checklist is already on the current template version.

When you confirm, Reonic merges the new template structure into the existing checklist while preserving the values your team has already filled:

• Free-text entries are preserved.
• Checkbox and selection state is preserved.
• Photo and PDF attachments are preserved.
• Items marked irrelevant are preserved with their reason.
• Internal comments on items are preserved.

Filled values follow their items into the new structure, so even when you reorganise the template the values stay on the correct items. Signatures carry over too, so a merge keeps the customer's existing sign-off.

When to update vs. leave alone

Pro tip: After a template change, decide deliberately whether legacy projects should adopt it. Some workflow changes are best left applied only to new projects. Pulling a mid-installation checklist change onto an in-flight project can confuse the field worker who already knows the older version of the form.

Update existing projects when:

• The template change is a bug fix or adds a legally-required item (e.g. a new safety check that should apply to all installations regardless of when they started).
• The change is additive and won't disrupt work already in progress (e.g. a new optional photo item at the end).

Leave existing projects alone when:

• The change is a process improvement the team is still adopting. Let in-flight projects finish on the old template, apply the new template to new projects only.
• The change removes or restructures items in a way that would lose context for an already-started checklist.

When a project's checklist was customised just for that project

If your admin customised the checklist on this specific project (added or removed items just for this installation), the project keeps that custom structure. A template change in Settings leaves the customised checklist as it is until someone applies the new template to it on purpose.

An admin can apply the new template to a customised project from the Portal. From the checklist actions menu, Update checklist to latest version opens a choice between Merge data (pulls in the new template structure while preserving filled values) and Reset checklist (rebuilds from the template; filled data is replaced). Both are available to an admin on a customised or already-edited checklist. On a customised or edited checklist these actions are reserved for admins: if someone without the admin role tries to apply the update, Reonic confirms with "Only admins can update customized checklists" and no change is made. Either way, an admin can apply the update themselves; no support request is needed.

Things to know

• Per-project updates are opt-in. A template change in Settings reaches running projects once the team member responsible triggers the update from the project itself.
• The Update checklists action preserves filled values, including signatures. Free-text, checkboxes, selections, photos, irrelevant-flags, and captured signatures all carry over to the new template structure, so a merge keeps the customer's existing sign-off.
• A project customised for itself keeps its structure through a template change, and an admin can still apply the template. A per-project-customised checklist holds its structure when the Settings template changes; an admin can merge or reset it from the checklist actions menu when they choose to.
• Template edits apply to new projects from save-time forward. Each save becomes the current template version, and new projects use the current version at creation time.
• Site-documentation runs Mobile-App-first. Field workers fill it on-site from the Reonic Mobile App. The in-the-field walkthrough lives under Deep Dive | Installation > Site documentation checklist (Baustellendokumentation).

Related

• Lead (Qualification) — the qualification checklist on the request.
• Offer (Consultation) — the consultation checklist on the offer (Beratungsprotokoll) plus cross-cutting setup steps, AI generate, and the building-blocks reference.
• Site documentation checklist (Baustellendokumentation) under Deep Dive | Installation — the in-the-field walkthrough for field workers (photo capture, signatures, segment completion, offline behaviour).
• Checklists overview — the three phases at a glance.

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 + the URL where it happened in your support email.

Last updated on August 4, 2026