APPEC documentation

Detailed documentation and overview of all APPEC functions.

Overview

1. Introduction to APPEC
  1.1. What is APPEC?
  1.2. Basic functions
  1.3. Supported devices
  1.4. Support

2. All functions explained in detail
  2.1. Login, Registration and password reset
  2.2. Settings
  2.3. General Display settings
  2.4. Employees
  2.5. Categories
  2.6. Manufacturer
  2.7. Models
  2.8. Folders
  2.9. Articles
  2.10. Inspections
  2.11. Export
  2.12. Attachments / Documents

The APPEC management program is an open digital online platform for the individual registration of all work equipment as well as the management and storage of the legally required inspections of protective equipment and instruments.

APPEC can be used with these systems:

· Web-based system in a browser
· Via APP at the Android Play Store
· Via APP in the iOS APP Store

You can find all versions for download at: appec.it/#download

1.3.1. Browser

Since APPEC is built on a web-based system, the application can be accessed via any modern browser by clicking on this link app.appec.it For the interface to work properly, you should always use the latest version of your browser. Since the interface is responsive, it also adapts to smartphones and tablets. In the browser APPEC cannot access sensors like NFC reader or camera. Therefore you should use the native apps for the respective devices or use a reader (All info about NFC/RFID can be found here >>).  

Note: We recommend the browser from Google "Google Chrome".

1.3.2. Smartphone and tablet

You can download the app from the iOS and Android stores and use it on your device.

1.3.2.1. Android

The Android version can be downloaded and installed from the Play-Store. If your Android smartphone supports NFC, you can scan NFC chips with the app. QR and barcodes can be read with the camera. 

Note: The Android device must have at least Android version 5.1 or higher installed.

1.3.2.2. iOS

The iOS version can be downloaded and installed from the APP-Store. NFC only works in the iOS version for iPhones and that from iPhone 7 onwards.. QR and barcodes can be read with the camera.  

Note: The iOS device must have iOS version 13 or higher installed.

If you have problems using or installing APPEC, you can always contact APPEC support at the following e-mail address: support@appec.it

2.1.1. Registration

To register with APPEC, access the following link: https://app.appec.it/register. Fill in the form and accept the terms and conditions and privacy policy. After that you can test APPEC for 90 days. The account must be confirmed via the transmitted e-mail within 7 days, otherwise the account will be deactivated. 

You can also create multiple accounts and switch between the accounts with your user. To do this, you must log in with your user data and click on the account name. All accounts to which you have access will appear there. If you want to add a new one, you can simply click on the plus and create a new account.

2.1.2. Login

To login to APPEC, please visit the following link: https://app.appec.it/.
Enter your login data. If you cannot log in, contact your administrator or contact support  (support@appec.it).

2.1.3. Forgot your password?

If you have forgotten your password, click on the link “Forgot your password?” in the login window (https://app.appec.it/). Enter your e-mail address and a link will be sent to you. If you click on this link, a new page will open in your browser where you can enter a new password.

2.1.4. Delete profile

To delete your profile log in to APPEC and navigate to "Your profile" in the header on the left. In the profile settings a button with the text "Delete profile" will appear in the lower right corner. A message will appear which must be confirmed by you. After you have confirmed this message your profile will be deleted completely. If you have already created inspections, your name will remain on them.

2.1.5. Delete account

ATTENTION: Before you carry out this step, we would like to point out that your account will be deleted completely and irrevocably. Therefore, we recommend that you first carry out an export, so that you do not lose the inspections you have carried out.

To delete the entire account, you must log in to APPEC with an admin account and click on "Settings" in the menu. There you will find a button with the text "Delete account" in the lower left corner. If you click on it, you have to confirm the account deletion with "Yes" first, then a code will be sent to the email address you entered in the account information. This code must be entered in the corresponding input field and then you have to click "OK". If you have already subscribed to APPEC, this subscription will be deactivated and your account will be completely deleted. If the deletion was successful, you will receive a confirmation email.

You can access the settings by logging into APPEC with an admin profile and clicking on "Settings" in the menu.

2.2.1. Branding (Customize design)

The design of the interface can be adapted to your company or your preferences. The colors and logo you set are also inserted during export.

2.2.1.1. Color

To change the color, click on the box next to the hexadecimal code and select a color. The layout adjusts in real time and you can see the result immediately. If you have already prepared a specific color for the layout, simply enter the hexadecimal code of the color.

2.2.1.2. Logo

To insert your logo, click on the image below the color selection. Select an image in PNG format. The image must be in PNG format and must not be larger than 1 MB. We recommend a size of 512 x 512 px. The format doesn't have to be 1:1.

2.2.1.3.  Logo for export

Das Logo für den Export wird bei den exportierten PDFs in der Kopfleiste eingefügt. Das Bild muss sich im PNG Format befinden und sollte nicht größer als 1MB sein. Wir empfehlen eine Größe von 640×154 px.

2.2.2. Inspection interval

The inspection interval indicates when the articles reach the yellow state (inspection is due). For example, if you specify 90% as the inspection interval, the articles turn yellow after 90% of the time has passed since the last check. For 12 months, this would be about 1 month before the inspection is overdue.

2.2.3. Inspections can be signed

Here, it can be defined whether the inspectors are allowed to sign the inspections. If this option is disabled, the inspector will not be able to add a signature.

2.2.4. Start subscription (Select package)

In order to start a subscription, this must be done during the 90 day trial period. Once completed, the trial period is over and you will be billed for the months from the time of subscription until the end of the year. e.g. If you subscribe to APPEC in April, you will be billed from April - December. After that, you will be invoiced for the next 12 months at the beginning of January.

2.2.4.1. Packages

We offer different packages. Choose a package that is suitable for you. If you have more than 5,000 items to be inspected, select the package "On request". Write us how many articles you own and we will send you a non-binding offer.

Once you have selected a package, enter your billing information in the account information and select a billing type. If your country cannot be selected, please contact support (support@appec.it). After you have filled in all the information, click Save. The APPEC team will check your entered data and create the subscription. As soon as everything is set, your settings will be unlocked and you will receive your first invoice by email.

2.2.4.2. Storage

Each account starts with 1 GB of free storage, which is usually sufficient for several hundred attachments, images, and documents. The storage feature is compatible with all packages and available in every subscription. For more information, see 2.12. Attachments / Documents.

If the storage limit is exceeded, a notification will appear and you can add additional storage in the settings. Simply click the plus symbol, select the desired amount, and save. Approval will then be granted by support.

2.2.4.3. Payment method

2.2.4.3.1. Credit card

If you choose credit card as the payment method, the subscription amount will be automatically charged at the due date. For certain credit cards, payment may need to be manually confirmed via security code or app. In this case, you will receive an email to complete the payment manually.

2.2.4.3.2. Bank transfer

If you choose bank transfer as the payment method, a invoice with our bank details will be sent at the subscription due date. The subscription will be activated or remain active. You have 90 days to transfer the amount. If the payment is not made within 90 days, your account will be blocked. The invoice request contains a link that allows you to pay the invoice with a credit card at any time.

2.2.4.4. Cancel subscription

See section 2.1.5

2.2.5 Vouchers

All information on how to redeem a voucher can be found here >>

2.2.6. State

Here, the labels for the status of the account can be renamed.

You can personalize the view of APPEC. The data is normally in a table view. However, you can change this to a box view by clicking on . This setting is saved in your profile settings. The view can be set for each table individually.
You can also remove individual columns by clicking on Filter in the upper left corner and removing the corresponding columns. This setting will also be saved.

You can get to your employee by logging in to APPEC with your profile and clicking on "Employees" in the menu.

2.4.1. Usergroups

You can find the user groups by clicking on the menu item "Employees" and then clicking on "Usergroups" in the bottom left corner. 
We have predefined 2 user groups "Editor" and "Visitor". You can of course change or delete these. You can also create your own user groups and customize them.

2.4.1.1. Adding usergroups

To add a user group, go to the overview of user groups and click on "Add" at the bottom right. You can give the group a name and then select the rights. Enter the necessary data and click on "Save".

2.4.2. Adding employees

To add an employee, go to the overview of users and click on "Add" in the bottom right corner. Activate the permissions of the folders and subfolders that the employee can access. Then give the user a password, which they can change at any time under their profile. Click on "Save".

2.4.3. Mitarbeiter bearbeiten

To edit an employee, click on the employee you want to edit, change the necessary data and click on "Save".
If some fields are disabled, it is because these fields cannot be edited, as this employee has other accounts. To make a change, the user must do it in his profile settings.

2.4.4. Löschen

To delete an employee, select this employee in the employee overview, open the action menu and select "Delete".
If this employee has already created inspections, the name will remain on them.

2.4.5. Folder rights

Folder permissions can be set either in the user group or directly for the user. The folder permissions set for the user take precedence.

There are three types of folder rights:

 neutral checkbox 
The rights of the parent folder apply. If this does not have a parent folder, the employee will not have access to this folder and its subfolders.

 activated checkbox
The employee has access to this folder, but only if he also has parent access or if he does not have a parent folder. If this folder is moved, the employee also keeps the rights of the folder, but only if the parent is visible to the user in the new folder.

 unchecked checkbox
The employee has no access to this folder and its subfolders.

You can access your categories by logging in to APPEC and clicking on "Categories" in the menu.

2.5.1. Add a category

To create a category, click on "Add" at the bottom right. A small selection window will open with the option to import categories or create your own category.

2.5.1.1. Import category from central database

If you want to import a category click on "Add" in the lower right corner and select "Import category". The background color of the interface will change, this means you are now in the central database and not on your database.
You can now search for categories and either import them one by one by clicking on them and confirming the import or import several categories at once by selecting them and clicking on "Import" in the upper left corner. If you do not find a suitable category in the central database, you can always create your own. When importing, pay attention to the language you have set. The data is always in the set language and will be imported into it. If a green check mark is displayed next to the category image, they have already been imported.

2.5.1.2. Create your own category

If you want to create a category yourself click on "Add" in the bottom right corner and select "Create own category". Enter a name and provide the category with an icon. On our server you can choose a suitable icon. You can also upload your own icon. The uploaded icon must be an SVG file. The icon should be monochrome, preferably in black. Click on "Save".

2.5.2. Edit category

To edit a category, click on the category you want to edit, change the necessary data and click on "Save". 
If this is an imported category, you can disconnect it from the central database. Thus, this category will be like a self-created category.

2.5.3. Delete category

To delete a category, select this category in the category overview, open the action menu and select "Delete". If you have already created models with this category, you cannot delete this category. You must first delete all models with this category or assign them to another category.

You can access your manufacturers by logging in to APPEC and clicking on "Manufacturers" in the menu.

2.6.1. Add manufacturer

To add a manufacturer, click on "Add" in the bottom right corner. A small selection window opens with the possibility to import manufacturers or to create your own manufacturer. 

2.6.1.1. Import manufacturer from central database

If you want to import a manufacturer click on "Add" in the lower right corner and select "Import manufacturer". The background color of the interface will change, this means you are now in the central database and not on your database.
You can now search for manufacturers and either import them individually by clicking on them and confirming the import or import several manufacturers at once by selecting them and clicking on "Import" in the upper left corner. If you do not find any suitable manufacturers in the central database, you can always create your own. When importing, pay attention to the language you have set. The data is always in the set language and will be imported into it. If a green check mark is displayed next to the manufacturer's logo, this has already been imported.

2.6.1.2. Create your own manufacturer

If you want to create your own manufacturer click on "Add" at the bottom right and select "Create own manufacturer". Enter a name and provide the manufacturer with a logo. The uploaded logo must be a PNG or JPG file. Click on "Save".

2.6.2. Edit manufacturer

To edit a manufacturer, click on the manufacturer you want to edit, change the necessary data and click on "Save". 
If this is an imported manufacturer, you can disconnect it from the central database. Thus, this manufacturer is like a self-created manufacturer.

2.6.3. Delete manufacturer

To delete a manufacturer, mark this manufacturer in the manufacturer overview, open the action menu and select "Delete". If you have already created models with this manufacturer, you cannot delete this manufacturer. You must first delete all models with this manufacturer or assign another manufacturer. 

You can access your models by logging into APPEC and clicking on "Models" in the menu.

2.7.1. Add models

To add a model, click on "Add" in the lower right corner. A small selection window opens with the possibility to import models or to create your own model. 

2.7.1.1. Import models from central database

If you want to import a model click on "Add" at the bottom right and select "Import model". The background color of the interface will change, this means you are now in the central database and not on your database.
You can now search for models and either import them individually by clicking on them and confirming the import or import several models at once by selecting them and clicking on "Import" in the upper left corner. If you cannot find a suitable model in the central database, you can always create your own. When importing, pay attention to the language you have set. The data is always in the set language and will be imported into it. If a green check mark is displayed next to the image of the model, it has already been imported.

2.7.1.2. Creating your own models

If you want to create a model yourself, click on "Add" at the bottom right and select "Create own model". Enter the name of the model and fill in all the data according to the manufacturer's product description, such as max. useful life, storage time, standards, etc. 
Upload a picture of the model or take a picture of the model directly with the camera. The image should not be larger than 2MB. We recommend cropped images in PNG format with dimensions 900x900px. 
In the description there is also the possibility to add several links, like product description etc. 
Before you save the model, the control intervals should be added. By selecting the button "Add control interval" you have the possibility to assign different control periods to the model. 
Give the inspection interval a name and an inspection interval (in years, months, weeks or days). Two exam questions are provided as examples by APPEC, but you can change them at any time. Other exam questions can also be added or deleted.
By further clicking on "Add check interval" further check intervals can be added. Thus, it is possible to assign several different inspection dates to a model, which can then be selected during the inspections. Click on "Save".

2.7.2. Edit model

To edit a model, click on the model you want to edit, change the necessary data and click on "Save". 
If this is an imported model, you can disconnect it from the central database. Thus, this model will be like a model you have created yourself.

2.7.3. Delete model

To delete a model, select this model in the model overview, open the action menu and select "Delete". If you have already created articles with this manufacturer, you cannot delete this model. You must first delete all articles with this model or assign them to another model. 

You can access your folders by logging into APPEC and clicking on "Articles" in the menu.

2.8.1. Adding a folder

To create a folder, click on "Add" in the bottom right corner. A small selection window will open, there select "Add folder". Enter a name and other necessary data. You can also choose an image for the folder. The uploaded image must be a PNG or JPG file. Click the "Save" button.

2.8.2. Edit folder

To edit a folder, select this folder in the overview, open the action menu and select "Edit".  Change the necessary data and click "Save".

2.8.2.1. Move folder

To move a folder, select this folder in the overview, open the action menu and select "Move to". Select a folder and click "Ok".

2.8.3. Delete folder

To delete a folder, mark this folder in the overview, open the action menu and select "Delete". If there are articles in this folder, it cannot be deleted. To delete a folder, the folder must be empty.

You can get to your article by logging in to APPEC with your profile and clicking on "Articles" in the menu. There you can search your articles by using a filter, search bar, QR code, barcode or NFC code. You can find more detailed information about searching here: 1.2.5 or 1.2.6.

2.9.1. Add

To create an article, click on "Add" in the bottom right corner, a small selection window will open, there select "Add article". Enter the necessary data and click on "Save". If you create several articles of the same model, you can click on "Save & create another", the article will be created and only the fields "Serial number" and "NFC-ID / QR-Code / Barcode" will be deleted. The rest of the fields will remain, so you can create multiple articles faster.

2.9.1.1. Import Articles

With APPEC, you can easily import multiple articles from an Excel spreadsheet or another database. First, navigate to the "Articles" page and click on the "Add" button. A selection menu will open, where you need to choose the option "Add/import multiple articles" Then, a specially developed table function will appear, allowing you to import up to 2,000 articles at once.

The table automatically checks for duplicate data, such as serial numbers, and highlights these entries accordingly. During the import, all data is verified for validity. Valid entries are successfully imported, while invalid rows remain in the table for later editing. Another helpful feature is that the table automatically saves itself every minute. This means you can close the table at any time and resume working on it later without losing any of your previous entries.

This efficient process saves time and enables you to add a large number of articles reliably and flexibly.

2.9.2. Edit, discard, put in repair or currently untraceable

To edit an item, click on the desired item, make the necessary changes, and click "Save."

If you want to retire an item or put it in repair, you need to create an inspection. In this inspection, you can answer a question negatively and save it. A prompt will appear asking whether the item should be retired or put in repair. Confirm this prompt, and the item will be marked accordingly.

If you want to return an item to service, you can either edit the existing inspection (this is only possible for a few days) or create a new inspection. It will ask whether the item should be reactivated.

2.9.3. Delete 

To delete an article, mark this article in the overview, open the action menu and select "Delete".  Confirm the deletion. Attention, all inspections will be deleted as well.

2.9.4. Filtering and searching articles and folders

In order to find every article you have created, APPEC offers several possibilities:

1. search field: in the search field you can enter the desired term and find it immediately.
2. filter: In the filter you can make specific settings, which will be saved for the session. Thus, only the articles that match the filter settings will be displayed.
3. NFC, QR code or barcode: With the help of the scanners, an article can be found quickly. 

2.9.4.1. Reference date filter

The reference date refers to the state of the articles at the time of the selected date. This allows you to plan your next inspection in advance.

Example: If you enter the date 17/02/2025, the state of the articles will be adjusted at that time.

You can access the inspections by logging in to APPEC with your profile and clicking on "Inspections" in the menu or by selecting an article and at the very bottom you will find the inspections already created for this article.

2.10.1. Create

To take an inspection, select an article to be inspected and click on the "Add inspection" button. If this article has different inspection intervals, a pop-up window will appear where you can select the inspections you want to make. After that, a form with the exam questions will appear. You have to fill this out and save it.

If an article is not in order, you can answer a question negatively and save it. This will ask if you want to discard the article. To put an article back into service, you can simply edit the inspection (works only for a few days) or create a new inspection and it will ask you if you want to put the article back into service. 

2.10.2. Collective checks

You can also perform a collective check by selecting a folder or several articles and then clicking on "Check" in the action menu. All articles will then be checked one after the other. If you do not want to check an article, you can simply skip it. If an article is not found, you can mark it as "not found".

2.10.3. Edit

To edit an inspection, click on the inspection you want to edit, change the necessary data and click "Save". This can be done only 10 days after the inspection was created.

2.10.4. Delete

To delete an inspection, click on the inspection you want to delete. At the bottom right you will find the "Delete" button, select it. Confirm the deletion.

You can export all data by simply selecting the articles you want to export in the overview of elements (table) and selecting "Export" in the action menu at the top left. The export is possible as PDF, Excel, CSV or XML file. With the help of the filter you can find only the items you want to export.

Attachments allow you to add additional files to models, articles, and inspections. They provide enhanced documentation and make it easier to track inspections and article details. 
 

2.12.1 Models and Articles

• For models, attachments can be added as general documents, e.g.:
  user manuals, assembly instructions, guides, or additional notes for the inspection form
• For articles, attachments can be specific to that article, e.g.:
  photos, PDFs, documentation, or additional information relevant for maintenance or inspections

2.12.2 Inspections

• For inspections, attachments can be added for additional images or external documents, e.g.:
  external inspections, test reports, supplementary documents
• Attachments are automatically included during the export of the inspection:
  - Images are added as a gallery on a separate page
  - PDFs are attached below the inspection form as a separate page

2.12.3 Files and Formats

• Supported formats: images (JPG, PNG) and PDFs
• Maximum file size: 10 MB
• Images are automatically compressed during upload to save storage space
• No limit to the number of attachments, only the total storage capacity must be considered

2.12.4 Storage

• The 1 GB free package is generally sufficient for several hundred attachments
• If the storage limit is exceeded, the user will receive a notification and can add additional storage in the settings (see point 2.2.4.2. Storage)

2.12.5 Rights Management

• Attachments can be disabled or removed via user rights, so that certain users do not have access to the attachments