Frequently Asked Questions
In the support section you will find answers to specific questions as well as the iPROT user manual. If you have any questions or suggestions, feel free to send us a message.
We continuously work on improvements and take user feedback and suggestions very seriously. Updates are provided automatically and free of charge. We take care of all maintenance!
iPROT is software that allows you to document meetings, conversations, the distribution of project documents and entire projects with just a few clicks. iPROT runs as a web application directly in the browser. It can be used anywhere with an internet connection – including during client meetings or on a construction site. The starting address is:
https://iprot.eu/clientname
iPROT fundamentally operates on the basis of the so-called continuous minutes method. Continuous minutes are a particularly effective method for documenting conversation content and the verifiable distribution of project documents. Instead of creating each meeting minutes as a separate document, the meeting items of all meetings are recorded chronologically in a structured list—each with the assignment of deadlines and accountability, if desired. The project manager or respective meeting leader thus has complete documentation of the project events. In this way, they can monitor all tasks and deadlines for positive result control or, if necessary, quickly inform themselves about stipulations and resolutions from past project meetings.
iPROT can also be used to create individual, standalone minutes – without the continuous minutes function – such as file notes.
iPROT runs in the web browser and works across all operating systems – Windows, macOS and Linux – as well as on tablets and smartphones.
The only requirements for using iPROT are an internet connection and a modern web browser (Edge, Safari, Firefox, Chrome). No local installation is required.
All minutes data is stored on a central server in Germany. European data protection regulations apply exclusively.
Access to iPROT is encrypted. To protect your data during transmission, iPROT uses industry-standard encryption, commonly known as Hypertext Transfer Protocol Secure (HTTPS).
All customer data is backed up at least once daily on our servers. In addition, all iPROT servers are continuously mirrored to maximise availability.
Using the built-in search and filter function (optionally available in the iPROT Start plan), you can generate a PDF file from all entered data and minutes across one or more projects at any time and download it to your device.
If you require an additional paid backup of your customer database, we can arrange this for you at any time.
iPROT never stores your password in plain text. Passwords are securely stored using the BCRYPT algorithm with a unique salt for each password and access credential. We still recommend choosing a password that is not easy to guess – ideally a combination of letters, numbers and special characters.
Each client receives their own iPROT account (https://iprot.eu/clientname). All data is stored in a separate client database, isolated from other iPROT clients. Multiple client databases may be hosted on the same server, but each remains fully separate.
We treat all client data as private and do not allow any third party to access it, unless you explicitly grant access through the permission settings in your iPROT user management. For more information, see the iPROT user manual under Users & Persons.
iPROT allows you to archive individual projects in the project management area. Archived projects no longer appear in your project selection, but the data is not deleted – it remains in your client database. Archived projects can be reactivated at any time by sending an email to support@iprot.eu.
Meeting minutes can only be deleted as long as they have not yet been sent using the built-in distribution function, or as long as no follow-up meetings have been created (see also FAQ “How long can I edit meeting minutes?“).
The iPROT user management distinguishes four permission levels:
- Users without permissions: This is the standard case in iPROT. These persons can receive emails with minutes but have no password and therefore cannot log in to the iPROT interface. Users without permissions are project participants who can download and read minutes in PDF format but cannot create or edit minutes.
- Users with read permissions: These persons have a password and may log in to the iPROT interface and query the iPROT database. Read permissions can be restricted to specific projects or even specific meeting types within a project. Within these permissions, users with read access can search for and read meeting entries in the iPROT interface, but cannot make any changes.
- Users with write permissions: As above, but these persons may also create new sets of minutes, write, edit, and delete topics and entries, create new persons, meeting types, and chapters, send minutes, etc. Again, these permissions can be restricted to specific projects or meeting types.
- Administrators: Administrators are permitted to make changes in all projects and meeting types, define new projects and functions, and grant access permissions to users.
Depending on the iPROT version, the number of users with write and administrator rights is limited. The number of users without access permissions or with read-only permissions is not restricted in any iPROT version.
iPROT is audit-proof. Therefore, you can edit meeting minutes until you send them or start new meeting minutes of the same meeting type. At that point, iPROT assumes that you are finished with the previous meeting minutes and blocks further editing. However, you can, of course, always make addenda or corrections in the most current (not yet sent) meeting minutes, or create new entries. This procedure is an essential characteristic of an audit-proof continuous minutes method.
Your entries for a new meeting, a setting or a new item are only saved when you click the “Save” button in the respective dialog. If you forget to do so and click on a different topic or entry, your input will be lost.
Yes, it is possible to add one or more attachments to an entry (photos, plans, text documents, spreadsheets, etc.). Most browsers allow you to select multiple files at once in the file dialog. Simply save the entry with each attachment in turn and reopen it to add the next one.
You can also access your Dropbox directly from iPROT and attach files, photos, etc. from there to any entry.
Yes, each topic can be assigned to a chapter. This allows the resulting minutes to be structured into clear sections, such as General, Planning, Dates and Costs. You can define any number of chapters in iPROT and set the order in which they appear in the minutes.
No – please use iPROT in a single browser window or tab only. Using iPROT in multiple windows or tabs simultaneously may cause data errors due to inconsistent context information between the active windows.
If you do not interact with iPROT for 24 minutes, you will be automatically logged out for security reasons. To continue working, simply log in again. You can also log out explicitly at any time using the “Log out” button.