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!

What is iPROT and how does the software work?

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.

What are the system requirements for iPROT?

Where does iPROT store the entered data?

How is the data entered in iPROT backed up?

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.

How secure is my iPROT user account?

How does client segmentation work in iPROT?

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.

Can projects and minutes created in iPROT be deleted or archived?

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?“).

What user permissions are available in iPROT?

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.

How long can I edit minutes?

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.

When are my entries saved in the iPROT database?

Can attachments be added to a meeting topic in iPROT?

Can minutes in iPROT be structured into topic groups?

Can iPROT be used in multiple browser windows or tabs simultaneously?

What happens if I have iPROT open but do not use it for an extended period?

Frequently Asked Questions

Start today with the right meeting minutes software for your project.See for yourself how iPROT brings structure and traceability to your project documentation.