Welcome to remberg! This guide walks you through introducing the remberg platform — step by step, module by module. You don't need to set everything up at once. The system is designed so you can build it out in manageable phases and start using it productively right away.
💡 Note: Depending on which package you've booked, the feature scope of your system may differ.
How the Implementation Works
Introducing remberg happens across 6 modules — from master data to the AI Copilot. You can adjust the order to match your priorities, and you decide the pace yourself. Only setting up your master data should come first; all other modules can be reordered.
💡 Note: You're not on your own! Using the question mark icon in the bottom left of your remberg system, you have access to our support chatbot Fin at any time, who can answer your questions directly. You're also welcome to reach out to us at support@remberg.de if you'd like our help.
Module | Content |
1. Master Data | Create Assets, locations, users & User Groups |
2. Maintenance Plans & Procedures | Plan recurring jobs, add step-by-step Procedures |
3. Work Orders & Scheduling Board | Create Work Orders & plan capacity |
4. Work Requests | Capture issue reports, set up QR codes |
5. Spare Parts & Inventory Management | Track stock levels & consumption |
6. Files & AI Copilot | Upload documents, activate remberg AI |
💡 Note: You don't need to introduce all 6 modules. Many customers start with a smaller scope and expand the system once their team is familiar with it.
Within Each Module: Always the Same Process
No matter which module you're introducing, the process is the same every time. That makes it predictable.
Prepare — involve the project team & key users Determine who on your team is responsible for this module. Key users know how things work on the ground and help set up remberg to fit.
Implement & customize Set up the module in remberg: enter master data, create templates, make individual settings.
Plan the roll-out Before you roll out, check: Is the data complete? Do users know what to expect?
Train all users Show your team how the module works day-to-day — ideally using real data from your operation.
Use it actively The module is live. Gather feedback from the team and adjust settings as needed.
Module 1: Master Data (including User Management)
Master data is the foundation of remberg. Everything else builds on it.
What you set up here:
Create locations and buildings
Capture Assets (machines, equipment, rooms) in a structured way
Create users and define User Groups
Assign roles and, if applicable, permissions
What you can do afterward: All Assets are visible in remberg, and your team can log in and navigate the system.
💡 Note: Start with your most important Assets — you don't need to create them all at once. Master data can be added to at any time.
Steps you'll go through:
Import master data: So you don't have to enter all your data by hand, we recommend using our import function. Please read our guide for this — the video covers all the relevant information.
User management: It's best to add all future users now, so you can link them to Assets, Spare Parts, or Maintenance Plans later. As long as they haven't been invited, they won't notice anything. This is also where you set up your User Groups, which become important in several other areas of remberg.
Assign roles: remberg offers 5 standard roles, and your employees need to be assigned to one of them.
💡 Note: If you've booked the Enterprise package, you can also define your own custom roles.
Module 2: Maintenance Plans & Procedures
Now you plan which maintenance work needs to happen regularly — and which steps your team should work through when doing it.
What you set up here:
Create Maintenance Plans for recurring jobs
Define responsibilities and due dates
Set up Procedures for complete, gapless documentation of completed work
What you can do afterward: Your team sees all open and planned Work Orders at a glance. Nothing falls through the cracks, and everyone knows what to do.
Steps you'll go through:
Set up Maintenance Plans: All recurring tasks can be managed through Maintenance Plans, so a matching Work Order is generated in time for the next due date. You can find all tips for setting up Maintenance Plans here.
Create and link Procedure templates: Procedures let you give your technicians and maintenance staff all the steps needed to carry out a Work Order. They also ensure a complete record of when which maintenance work was performed. To link a Procedure to a Maintenance Plan, you first need to create it once as a Procedure template in the system.
💡 Note: Any information you enter under the "Work Order Template" tab of a Maintenance Plan is automatically carried over to every Work Order generated from that plan — saving you a lot of time later.
Module 3: Work Orders & Scheduling Board
Now you take care of managing Work Orders — and plan capacity.
What you set up here:
A Work Order overview with custom views, so you can keep track of everything
Managing Work Order details, to make filtering and later reporting easier
Using the Scheduling Board to distribute Work Orders across people and time periods
What you can do afterward: Technicians and maintenance staff know exactly what to do — without needing to ask. And you can see who's busy when.
Steps you'll go through:
Work Order overview: All Work Orders in your system are collected here. You can use filters or custom views to get a better overview of upcoming Work Orders.
Work Order detail page: All information about a Work Order is gathered here. Status, type, or data fields make filtering and reporting easier. A Work Order should contain all the information your team needs to carry it out.
Scheduling Board: The Scheduling Board gives you a visual overview of your team's capacity. From here, you can assign Work Orders or manage event blockers for vacation, illness, etc.
💡 Note: Under Settings > Features > Work Orders, you'll find additional setup options. There you can create custom Work Order data fields or set up automations for Procedures — saving you and your team manual work later.
Module 4: Work Requests (including QR Codes)
With Work Requests, employees or external people can report issues directly — even without a remberg account.
What you set up here:
Configure Work Requests
Generate and print QR codes for Assets
Review incoming Work Requests and convert them into Work Orders
What you can do afterward: Every issue lands in the system immediately. No more phone tag, no more forgetting.
Steps you'll go through:
Work Request settings: From now on, all issues or problems can be submitted as a Work Request in remberg. Under Settings > Features > Work Requests, you can configure the data fields that need to be filled in when creating a Work Request.
Create QR codes: Print out the QR codes and attach them to your Assets. Because the code is linked to the Asset, scanning it takes your team straight to that Asset, where they can create a Work Request or view Asset information.
Test Work Requests: Now you can test the reactive maintenance process. Scan a QR code, create a Work Request, approve it, and manage the resulting Work Order.
💡 Note: The AI Copilot helps you create and manage Work Requests. For example, it automatically translates the description, corrects spelling mistakes, reads information from photos and videos, and assigns the User Group that should handle the Work Order. You can find more information here.
Module 5: Spare Parts & Inventory Management
Availability
Packages: Premium, Enterprise
Now you bring your inventory into remberg — so consumption and stock levels become transparent.
What you set up here:
Capture Spare Parts and materials
Define storage locations
Book consumption against Work Orders
What you can do afterward: You can see at any time what's in stock — and when you need to reorder.
Steps you'll go through:
Capture Spare Parts: Create all the relevant Spare Parts you want to manage in remberg. Under Settings > Features > Spare Parts, you can also define additional data fields.
Create storage locations and inventories: If you haven't already done this in Module 1, you now need to add your storage locations (e.g. shelves) as Assets. Under Templates > Asset Types, assign them the Asset category "Storage". These storage locations are used to assign inventories, so you can track your Spare Parts stock levels.
💡 Note: You can keep your Spare Parts stock levels up to date using Work Orders. Whenever parts are taken out, your team records this in the Work Order. If specific parts are needed for recurring maintenance, you can also reserve them in advance in the Maintenance Plan.
Module 6: Files & AI Copilot
In the final module, you upload relevant documents and activate the remberg AI.
What you set up here:
Upload manuals, wiring diagrams, and documentation for Assets
Activate the remberg AI Copilot and train it on your documents
What you can do afterward: The AI Copilot answers your team's questions directly from the stored documents — without long searches.
Steps you'll go through:
Upload files: Add all relevant files to remberg. It's best to create a clear folder structure so your team can find their way around quickly later.
Add files to the knowledge base: Add all manuals, guides, etc. that the AI Copilot should be able to access to its knowledge base. The more information you give it about your Assets, the smarter it gets!
Test the AI Copilot: Ask the Copilot a few questions to learn how it can support you going forward. You can find an overview of how to get the best possible answers here.
💡 Note: The AI Copilot only has access to data in your own system and cannot access other remberg systems. All files you add to its knowledge base stay internal and can only be used by you and your team.
Your Implementation Checklist
📥 Open the remberg Implementation Checklist — open the template and create your own version via File → Make a copy. You can share it with your team and check things off together.
FAQ
Do I have to introduce all 6 modules? No. You can start smaller and introduce further modules once your team is ready. In the end, you decide how much functionality you need for your use case.
What order do I need to follow? The order is generally flexible and can be adjusted based on your priorities. However, Module 1 should come first, so you have the right data in the system to set up everything else.
How long does implementing remberg take? That depends on the size of your operation and the amount of master data. Many teams plan for a timeframe of 6 to 12 weeks.
What if I make a mistake partway through setup? In remberg, almost everything can be adjusted afterward — renaming Assets, changing plans, adjusting user roles. So you can get started without worrying.