How to use PflichtPilot

PflichtPilot is a lean app for proof-keeping. This guide walks you through the typical clicks — from creating an obligation to exporting the records bundle.

1. Create an obligation

An obligation is anything you have to document — recurring (e.g. monthly fire-protection inspection) or one-off (e.g. initial test).

On desktop: click "+ Add obligation" in the top right.
On a phone: tap the round plus button in the bottom bar.
Enter a title (e.g. "Fire-protection inspection Hall 1").
Optional: note the risk (e.g. "High — life safety").
Pick a due date — type DD.MM.YYYY directly (dots are inserted automatically) or tap the calendar icon in the field.
For recurring obligations: tick "Recurrence" and choose "Monthly" or "Yearly".
Click "Save".

2. Upload a record

Records are any documents that prove the obligation was fulfilled — inspection reports, photos, e-mails saved as PDF.

In the overview or duty list, click the entry.
In the records card at the bottom, click "Add record".
Choose a file (PDF, JPG, PNG — max. 10 MB).
Optional: give it a title (e.g. "Maintenance report Q2 2026").
Click "Save record".

Multiple records per obligation are supported — the most recent one is marked "Latest record".

3. Archive the iteration

Once the obligation is fulfilled and the record is uploaded, archive the iteration — it's then closed.

Open the duty detail.
Click "Archive" in the top right.
For obligations without recurrence: the obligation is closed — it moves to the archive.
For obligations with recurrence: PflichtPilot automatically creates the next iteration, with the next due date.

4. Follow-up iteration and the chain

For recurring obligations, every archive creates a new iteration. They are linked together as a chain.

The new iteration shows up in your overview.
On the duty detail you'll see arrows between iterations — left to the previous, right to the next. Double arrows jump to the first or latest.
The position indicator (e.g. "3 / 5") shows where you are in the chain.

5. Export

For audits, inspections or a vendor change, you can export the full chain.

Open the duty detail → at the bottom click "Export as ZIP": downloads all iterations and their records as a ZIP file.
With the Pro plan additionally: "Export records bundle" produces a PDF with a manifest that documents the full chain in a structured form.
Account-wide export: in Settings under "Export data (ZIP)".

Day-to-day tips

Filters on the duty page (filter icon): by status (Overdue, Due, Proof available, No proof) or by Archive.
Search: top of the page — searches title and risk.
Light/Dark/Auto and Language: in Settings.
Mobile quick access: bottom tab bar with Overview / Obligations / + / Records / More.
Reactivation is blocked if a follow-up iteration already exists — open the follow-up instead.

What PflichtPilot deliberately is not

PflichtPilot doesn't remind you of dates, doesn't push notifications and is not a task manager. It documents provably that obligations were fulfilled — chronologically ordered, exportable in a tamper-proof form. Reminders or scheduling logic stay with your calendar.