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All documents of a machine behind one QR code

Instructions for use, EU declaration of conformity, EU declaration of incorporation, assembly instructions, safety information and other documents – bundled per machine type, in all languages, via a fixed QR code.

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Tap document types: they land at the machine and on the scan page.

Bandsäge BS-400Sägewerk Muster GmbH

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    The instructions for use are the best-known document, but rarely the only one. A machine usually comes with an EU declaration of conformity, often safety information and, for suppliers, assembly instructions with a declaration of incorporation. ManualPass bundles all these documents per machine type behind a fixed QR code – with the same features for every document type: version archive, checksum, approval workflow and paper request.

    These document types are provided by ManualPass

    Document type Typical use Basis in Regulation (EU) 2023/1230
    Instructions for use every complete machine Article 10(7), Annex III section 1.7.4
    EU declaration of conformity every complete machine Article 10(8), Annex V Part A
    EU declaration of incorporation partly completed machinery Article 11(8), Annex V Part B
    Assembly instructions partly completed machinery Article 11(7), Annex XI
    Safety information for example for consumer machinery, short versions, warnings fourth subparagraph of Article 10(7)
    Other document maintenance schedule, spare parts list, data sheet, circuit diagram, certificates voluntary

    You upload PDF files. You can provide each document type in any number of the 26 languages; the scan page automatically shows the language of the device.

    Assembly instructions and declaration of incorporation for partly completed machinery

    Anyone who supplies assemblies, drives or modules that only become a machine at the customer’s site manufactures partly completed machinery. Instead of instructions for use and a declaration of conformity, this requires assembly instructions under Annex XI and an EU declaration of incorporation under Annex V Part B.

    The assembly instructions may be provided digitally (Article 11(7)), under the same conditions as the instructions for use. The declaration of incorporation can be made accessible via an internet address or a machine-readable code in the assembly instructions (Article 11(8)). With ManualPass, you store both documents with the machine type; the QR code takes the integrator directly to both.

    Safety information

    For machinery that consumers may use under reasonably foreseeable conditions, the essential safety information remains mandatory on paper. Digitally, it is still useful: as a replacement if the insert is lost, in further languages or as a detailed version alongside the short sheet. What exactly must be enclosed on paper is explained in the guide Safety information for consumers.

    Other documents

    Under “Other document” you store everything that operators and service technicians need at the machine: maintenance and lubrication schedules, spare parts lists, data sheets, circuit diagrams or test certificates. This way, the technician on site finds all documents for the type with a single scan, without searching through folders or inboxes.

    The same features for every document type

    • Version archive: Every new version appears immediately under the same QR code; earlier versions remain retrievable with a SHA-256 checksum.
    • Approval: From the Business plan, every file is approved under the four-eyes principle before publication.
    • Paper request: Users request a free paper version via the scan page; ManualPass monitors the one-month deadline.
    • Branding: From the Professional plan, the scan page appears with your logo and your colour.

    ManualPass does not create, translate or check the content of documents. You upload your finished PDFs; as the manufacturer, you remain responsible for content and completeness.

    Frequently asked questions

    Which document types can I upload to ManualPass?

    Instructions for use, EU declaration of conformity, EU declaration of incorporation, assembly instructions, safety information and other documents. “Other document” covers, for example, maintenance schedules, spare parts lists, data sheets or circuit diagrams. You can upload each document type in several languages.

    May the assembly instructions of partly completed machinery be provided digitally?

    Yes. Under Article 11(7) of Regulation (EU) 2023/1230, the assembly instructions may be provided in digital format. The same conditions apply as for the instructions for use: indication of access, a format that can be printed, downloaded and saved, online availability for at least ten years and, on request at the moment of purchase, a free paper version within one month.

    Does safety information have to be supplied on paper?

    For machinery intended for non-professional users or which may, under reasonably foreseeable conditions, be used by them, the essential safety information must be supplied on paper (fourth subparagraph of Article 10(7)). ManualPass does not replace this paper. However, you can also provide the safety information digitally, for example in further languages or as a replacement if it is lost.

    Do all documents appear under the same QR code?

    Yes. A machine type has one fixed QR code. The scan page shows all published documents of this type, grouped by document type and in the language of the device, provided you have uploaded that language version.

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