All features for digital instructions for use

The Machinery Regulation (EU) 2023/1230 permits digital instructions for use, but attaches conditions: an indication on the machinery of how to access them, a format that can be printed, downloaded and saved, online availability for at least ten years and paper on request within one month (Article 10(7)). ManualPass covers exactly this provision of documents. The content of your documents remains your responsibility.

One QR code per machine type that never changes

In ManualPass, every machine type receives a fixed QR code and a short link. When you upload a new version of the instructions, it automatically appears behind the same code. You print the label once and do not need to replace it when something changes.

• Print-ready labels in 60, 85 and 120 mm
• Up to 3 languages on one label
• QR code as SVG for your own rating plate

Learn more: Fixed QR code and labels

All document types of a machine

ManualPass is not limited to the instructions for use. For each machine type you upload the instructions for use, EU declaration of conformity, EU declaration of incorporation, assembly instructions, safety information and other documents such as maintenance schedules or spare parts lists – each in several languages. All of them appear together behind the same QR code.

Learn more: Document types

A scan page anyone can open

The QR code leads to a public scan page. It works without an app and without a login, is optimised for smartphones and detects the device language automatically. The interface is available in 26 languages.

Users can open, download, save and print every PDF – as required by point (b) of Article 10(7). The version and checksum of each file are visible on the scan page. The scan page does not set tracking cookies.

Learn more: Public scan page

Paper copy on request – with deadline and proof

If a user requests the paper format at the moment of purchase, you must provide it free of charge within one month. ManualPass organises this process:

1. The user fills in the “Request paper copy” form on the scan page.
2. ManualPass calculates the deadline (30 days) and informs you and the requester by email.
3. Seven days before the deadline expires, you receive a reminder if the request is still open.
4. After dispatch, you mark the request as sent; the recipient is notified.

You handle printing and shipping yourself. Learn more: Paper request

Versions, checksums and audit log

Every uploaded version remains archived unchanged and retrievable. ManualPass calculates a SHA-256 checksum for each file. An audit log with a checksum chain records who changed what and when; subsequent tampering becomes apparent. Archived machines that you no longer build or sell remain publicly accessible.

Learn more: Archiving and versioning

Team, roles and four-eyes approval

You assign roles within your team: the Owner can do everything, Editors manage machines, documents and paper requests, and with the Read only role colleagues see the content without changing anything. The number of included users depends on the plan (2, 5, 15 or unlimited).

From the Business plan, the Approver role is added. With the approval workflow based on the four-eyes principle, a new document only becomes public once a second authorised person has approved it. From Professional, the audit log can be exported as CSV.

Learn more: Team and approval

Your own logo, multiple brands and locations

From Professional, your logo and brand colour appear on the scan page, labels and emails to end customers. From Business, you assign each machine to a brand or location; the scan page then shows the name, address, contact details, logo and colour of that brand.

Learn more: Branding and brands

Mandatory and additional features by plan

Languages and hosting

Details on hosting and data protection can be found under Security.

What ManualPass deliberately does not do

ManualPass focuses on providing documents. These features do not exist:

• No authoring and no translation of instructions. You upload finished PDFs.
• No QR codes per individual unit. A code applies to a machine type, not to a serial number.
• No automatic postal dispatch. ManualPass monitors the deadline and the proof; you handle the shipping.
• No interfaces to ERP, PIM or other systems.
• No Digital Product Passport. For machinery as a product group, it is not planned in the ESPR working plan 2025–2030 either. With the digital nameplate – an identification link per serial number and machine-readable data – ManualPass is DPP-ready, however.
• No certification for information security.

The comparison gives a neutral overview of other types of solutions. You can find the plans under Pricing; you create an account yourself, without a demo appointment, and test ManualPass free of charge for 14 days without payment details.