Getting Started with DigiDocs
A step-by-step guide to setting up your company, adding equipment, and completing your first inspection.
In This Guide
Register Your Company
Visit digidocs.app and click 'Start Free Trial' or 'Sign Up'. Fill in your company name, select your industry (this automatically configures the right modules), enter your name, email, and password.
Tips
- Choose your industry carefully — it pre-configures which equipment types and forms are visible
- You'll start with a 14-day free trial with full access to all features
- The email you register with becomes your admin account
Configure Your Modules
After logging in, go to Manage Company (in the sidebar) → Modules. This controls which equipment types, inspection templates, and forms your team sees. If you selected an industry during registration, the right modules are already enabled.
Tips
- Use the 'Quick Setup' industry presets for one-click configuration
- You can enable or disable modules anytime — existing data is never deleted
- An excavation company won't see crane templates, and a trucking company won't see boom lift forms
Add Your Equipment
Go to Manage Company → Equipment → Add Equipment. Enter the equipment name, type (the dropdown only shows types relevant to your enabled modules), make, model, serial number, and unit number. If you're on an Enterprise plan with branches configured, you can also assign the equipment to a specific branch.
Optional: Lock a Template
After adding equipment, edit it and scroll to "Inspection Settings". You can lock a specific template so operators can only use that template for this equipment. You can also uncheck "Track meter/hour reading" for equipment without hour meters (like rigging gear).
Create User Accounts
Go to Manage Company → Users → Add User. Pick how they get access: send an email invitation (user sets their own password via a secure link, 72-hour expiry) or set their password manually. Each role has different access levels. On Enterprise plans, you can also assign users to one or more specific branches.
| Role | Can Do |
|---|---|
| Operator | Complete inspections, create JSAs/BOLs, view equipment history |
| Mechanic | View deficiencies, log repairs with notes/parts/labor, mark repairs complete |
| Supervisor | Everything operators can do + view all team inspections and deficiencies |
| Admin | Full control: manage equipment, templates, users, billing, reports, export |
Complete Your First Inspection
Go to Equipment in the sidebar, select a piece of equipment, and click 'Start Inspection'. The wizard walks you through each item: select a template, enter the meter reading, then Pass/Fail/N/A each item. Add photos and notes for failed items. The review step shows thumbnails of every attached photo under the corresponding field so you can verify before submitting. Make an operability determination if anything is flagged, sign, and submit.
Tips
- If you accidentally hit Fail, just tap Pass or N/A — the buttons stay visible
- Photos can be taken directly from your phone camera
- The review step shows thumbnails under each field so you can verify photos got attached correctly
- Your digital signature is required to submit the inspection
- If prior deficiencies exist, you'll see repair notes inline on affected fields
Review Inspection Results
After submitting, you're taken to the inspection detail page showing all responses, photos, operability status, and your signature. Admins can review all inspections in Manage Company → Inspections. Download individual PDFs or export data in bulk.
Report header with operability status
Operator signature and photos
Tips
- The green 'Operable' or red 'Non-Operable' badge appears at the top of every report
- Click 'Download PDF' to get a formatted report for insurance or auditors
- Flagged inspections auto-create deficiency records for the mechanic
Manage Deficiencies & Repairs
When an operator marks an item as Fail, a deficiency record is automatically created. The deficiency page shows a 'Reported Evidence' card with the operator's notes and photos from the original inspection. Mechanics click 'Start Repair' to move it to in-progress, then log repair notes, parts used, and labor hours before marking it repaired. The next operator sees the repair status inline during their inspection.
Create a JSA Form
Click JSA Forms in the sidebar → New JSA. Enter the job title, date, location, supervisor, and description. Check required PPE items, add job steps with hazards and control measures, then have crew members sign off.
Create a Lift Plan
Click Lift Plans in the sidebar → New Lift Plan. Enter project details, crane information, load data, boom configuration, and rigging plan. The system auto-calculates % of chart capacity and flags critical lifts over 75%. Submit for approval and add signatures.
Project info and load calculations
Hazards, rigging plan, and signatures
Tips
- Lift plans and basket plans are only visible when the Crane Operations module is enabled
- Personnel basket plans automatically apply the OSHA 50% capacity derating
Export Your Data
Go to Manage Company → Export. Select a date range, choose ZIP (PDF + CSV) or JSON format, and download. The ZIP file contains PDF reports for each inspection and JSA, CSV summaries for spreadsheets, organized by equipment and project.
Set Up Branches (Enterprise)
If you operate from multiple yards or locations, branches let you separate equipment, users, inspections, and reports by physical site. Go to Manage Company → Branches → Add Branch. Enter a name (e.g., 'Houston Yard'), an optional short code, address, and phone. Once branches exist, every equipment and user create/edit form gains a branch assignment field, and a branch switcher appears in the admin header and main sidebar.
Create and manage branches
Branch switcher in the admin header
Tips
- Branches are available on Enterprise (up to 5) and Enterprise Plus (unlimited)
- Admins and Supervisors always see all branches and can switch views
- Operators and Mechanics only see data from branches they're assigned to
- Equipment with no branch assigned only appears in the 'All Branches' view
- Selecting a branch filters dashboards, inspections, deficiencies, reports, and exports
Manage Your Subscription
Go to Manage Company → Billing. View your current plan, usage (users and equipment vs. plan limits), and subscription status. Click 'Switch Plan' on any card to upgrade or downgrade, or 'Manage Billing' to update payment methods, view invoices, or cancel. Upgrade to Enterprise or Enterprise Plus to unlock multi-branch support.
Install the App
DigiDocs can be installed to your phone, tablet, or desktop as a full-screen app. On Android (Chrome, Edge, Samsung Internet): tap the 'Install DigiDocs' banner at the bottom of the screen. On iOS Safari: tap the Share button then 'Add to Home Screen'. On desktop Chrome/Edge: click the install icon in the address bar. You'll get a branded icon on your home screen, and the app opens in its own window without browser controls.
Tips
- Installed users get the full app-like experience with their own launcher icon
- Works on any modern browser — no App Store download required
- On iOS you must use Safari to install (Chrome and Firefox on iOS can't install PWAs)
- Recently viewed pages work offline; creating new inspections still needs a connection