For machine builders: instructions and EU DoC via QR code

The Machinery Regulation (EU) 2023/1230 applies from 20 January 2027. It expressly allows manufacturers to provide the instructions for use digitally – under conditions that quickly become an ongoing task in the day-to-day work of a small company. ManualPass takes over the organisational part so that you can concentrate on design and production.

Who is ManualPass for?

ManualPass is aimed at small and medium-sized machine builders who already have their documentation – written in-house, created by a technical writing service provider or exported from a content management system. Typical users are companies with a few to a few dozen machine types and no IT department of their own for document portals.

Manufacturers of partly completed machinery are also in the right place. Partly completed machinery is an assembly which cannot in itself perform a specific application and only becomes machinery once it is incorporated. For it, the assembly instructions and the EU declaration of incorporation may be provided digitally (Article 11(7) and (8)).

The typical starting point

• The instructions are a PDF on the network drive, with a printed version in the box.
• When changes are made, several versions circulate; nobody knows exactly which one the customer has.
• A QR code on the rating plate is planned, but it is unclear where it should point in the long term.
• Anyone who wants paper writes an email to the shared inbox – and nobody is aware of the deadline.

Getting started in four steps – in one day

1. Create an account: You register yourself, without a demo appointment, test ManualPass free of charge for 14 days without payment details and, if needed, invite colleagues to the team – as Editors or with read-only access.
2. Create machine types: For each type, ManualPass immediately assigns a fixed QR code and short link.
3. Upload PDFs: Instructions for use, EU declaration of conformity, assembly instructions or safety information, in the languages you already have.
4. Attach labels: Print ready-made labels in 60, 85 or 120 mm or include the QR code as SVG in the rating plate.

If your documents are ready, these steps can be completed in one working day for a manageable number of machine types.

What you gain

ManualPass does not create or translate instructions. As the manufacturer, you remain responsible for the content. What the software can do in detail is shown in the overview of Features.

Multiple brands, locations and an approval process

Larger companies often need more than one QR code per machine. For these cases, the higher plans offer additional features:

• Four-eyes approval (from Business): New documents only become public once a second authorised person has approved them. A rejection is made with a reason, and both sides are informed by email. More under Team and approval.
• Multiple brands and locations (from Business): Each machine is assigned to a brand; the scan page shows the name, address, contact, logo and colour of that brand.
• Own logo and brand colour (from Professional): on the scan page, labels and emails to end customers. Details under Branding and brands.

Suitable plans

The mandatory features – fixed QR code, scan page in 26 languages, paper request, version archive and audit log – are included in every plan. The term is 12 months, billed annually in advance. You can test every new account free of charge for 14 days without payment details; afterwards, payment is by credit or debit card via Stripe or by invoice. All details are on the Pricing page. If you want an overview of the obligations, the Machinery Regulation checklist will help.