HVAC: Emergency service, planning board, maintenance, test reports, refrigerants

• Service & SHK › Service Calls: all emergency, repair, and maintenance service calls with trade, location and postal code, urgency, deadline, technician, system, and status. Filters "Today", "This Week", "Open", "Completed", "My Only", and "No Technician"; the search finds location, postal code, customer, and trade. "Deadline Exceeded" and "Open Emergency" are color-coded.
• One click opens the service call: Customer and service location, system with "Previous on this System" (last reports and installed material), appointment and technician ("Change Service Location / Appointment"), status of the emergency alarm, "Report On My Way" and "Inform Customer", the service report, and under "Report & Invoice" the invoice. The history shows who changed what on the service call and when.

An urgent assignment alerts on-call staff according to the on-call schedule (see above). Whoever presses "I'll take it" is immediately assigned as the technician on the job and in their row on the planning board.

• Notify customer: The technician reports “I'm on the way” in the AIRIS app with arrival in approx. 15–60 minutes. The customer receives “Your technician is on the way — estimated arrival …” by email (time in your company's time zone). Whether the message is sent automatically depends on your autonomy setting; otherwise, the technician or office sends it via “Notify customer now”.
• During the job, the technician sees what was recently done and installed on the unit, and which matching parts are in their own van. In the material search, the stock in the van is shown next to each item.
• Emergency surcharge: Under Jobs › Emergency surcharge, define your pricing rule — percentage on labour time or flat fee, night window, Saturday from, Sundays and public holidays. The invoice generated from the service report then automatically adds a dedicated line item; the job start time (acceptance or “on the way”) is decisive.
• In the morning, the daily brief lists every emergency job from the night: when reported, who took it, when completed, which report — and the invoice waiting as a draft for your approval.

• The technician works today in the web app airis.divinemind.ai/app: "My Service Calls Today" shows their service calls for the day. In the service call, they see the system with "Previous on this System" (last reports and installed material) and under "In Own Vehicle" the matching parts from their vehicle inventory. From there, they report "I am on my way", write the service report, and get a signature.
• Service Vehicles in Fleet: Create vehicles with license plate and driver; the overview shows the next §57a inspection (Austria) or HU (Germany) and highlights vehicles where it is due soon. You manage the material in the vehicle under Vehicle Stock.

Under Deployment Schedule you will see your technicians as rows and the day or week as columns. Drag call-outs from phone calls, the helpdesk, and due maintenance onto a technician and a time — the technician receives the job immediately in the app.

• Colours: Blue scheduled, Yellow on the way/on site (reported by technician in app), Purple waiting, Green done, Red emergency service. A dashed red border indicates a conflict, a dashed yellow border a warning.
• Conflicts: approved or requested absence, two jobs at the same time, calendar appointment, postcode outside the area, job outside working hours without on-call duty, and insufficient rest period after a night call-out (rule based on your company's country, with source and as of date).
• Certificate: If the technician lacks the required licence or if it has expired (e.g. gas licence), the dispatch board will not allow the assignment. Other red conflicts can be consciously acknowledged; this is logged on the job.
• Schedule maintenance: Dragging a due maintenance onto the board creates the job with system and customer and closes the pending customer reminder so that no duplicate appointment is created.
• Without a mouse: Tap the card, select technician, date, time and duration, save. Management (owner, admin, manager) may schedule; employees can view the board.
• Rest Period After an Emergency Call: If the planning board schedules someone too early after an out-of-hours call, a notice appears with the rule of your company country — Austria 11 hours (AZG § 12), otherwise in the EU 11 hours (Working Time Directive 2003/88/EC Art. 3), each with source and status. This is a notice, not legal advice; collective agreements and works council agreements take precedence.

• Invoices are created by the back office with the permission "Write finances"; the field technician does not see the button.
• For private customers in Germany, the invoice shows labor costs including VAT for § 35a EStG; customers in Austria do not receive this statement.
• The daily briefing contains the night's emergency service, invoices awaiting your approval, and due maintenance tasks with a link to the system.

Under Equipment, you can view all your customers' systems and due maintenance tasks. A few weeks before the due date, the customer receives a reminder with three available appointment slots from your technicians' schedules in the area; the chosen appointment immediately becomes a job.

• Reminder: AIRIS only sends reminders if the Helpdesk Agent's autonomy button allows it — otherwise, it goes into approval. Use "Remind Customer" to send it yourself; "Check Now" starts the process immediately.
• Completion: The technician completes the service report — this records the maintenance (who, when) and advances the next appointment by the interval.
• Maintenance Contract: "Create Contract" turns the system's contract price into a subscription invoice (annually, quarterly, or monthly).
• Import: Transfer systems and contracts via CSV — first check, then import; existing systems are never overwritten.
• CSV Import Step by Step: Equipment › "Import" tab › Select file › "Check" shows line by line what would be imported and what is missing — only then does "Import ... Systems" write. Existing systems are never overwritten.
• Maintenance Contract: In the system list or at the system, "Create Contract" — from the contract price, a subscription invoice is generated ("Maintenance Contract Created — Subscription Invoice ... € from ..."), which you can see and change under Recurring. Systems with a contract are marked "With Maintenance Contract".
• AIRIS answers "Which maintenance tasks are due?", lists equipment, and records completed maintenance upon request — also for technicians via AIRIS Chat in the web app.

Under Equipment QR, print stickers for your installed equipment — 24 or 10 per A4 sheet, optionally starting at a specific position for partially used sheets. Inside a job, "Print QR sticker" prints the sticker for that specific unit.

• Your customer scans the sticker on the unit. The page only displays your company name and the equipment type — no names, no address, no device model.
• "Report fault" instantly creates a service job for the correct unit (customer and address taken from your master data). If the request is urgent and the emergency service alert is active, the on-call team is notified. A second report for the same unit updates the open job.
• "Book maintenance" displays available slots from the maintenance cycle; the selection turns into a service job with assigned technician and date. Under "Sticker requests", you can view all submissions; "New code" invalidates lost or outdated stickers.

• Create booking page: Calendar › Booking pages › "New booking page", e.g. "Boiler maintenance" with 60 minutes, buffer, and your available times. The customer books without an account and only sees available slots.
• The maintenance cycle reminder contains the link to the booking page. Which page is linked is defined under Equipment › "Settings" › "Booking page in link"; "Automatic" selects the page with "Maintenance" in the name.
• In the same tab, you configure how many "Weeks before due date" the reminder is sent. Via the QR sticker, the customer books directly using "Book maintenance".

Under Test Protocols — or directly in the job and service report — record inspection records with measured values. Each measured value has a unit and limit value; the traffic light shows immediately whether it is OK (green), borderline (amber), or failed (red).

• Templates: Gas tightness (AT/DE), heating inspection for Vienna, Lower Austria, Upper Austria, and Styria, heating maintenance DE, heat pump check § 60a GEG, commissioning, drinking water, and UK Gas Safety Record (CP12). Configured based on your company's country.
• Each template cites the legal reference and version date, but no standard text. Limit values are suggestions — adjust them under checklists; a completed record retains the original values.
• Completion: Inspector signature (mandatory) and customer signature (optional). The PDF in company layout is stored privately and sent as a link to the customer; the next inspection date is calculated from the interval.
• On mobile: In the AIRIS app, the technician records the inspection on the job — identical fields, identical traffic light.

Under Refrigerants — or directly from a service job — you record one or more refrigerant circuits per installation: refrigerant, charge in kg, GWP, and the resulting tonnes of CO₂ equivalent. The inspection interval is calculated automatically based on your company's country.

• EU/EEA (VO (EU) 2024/573): from 5 t CO₂e every 12 months, from 50 t every 6, from 500 t every 3 months — doubled with a leak detection system. Hermetically sealed under 10 t: no check required. UK under GB F-gas regulations, Canada under halocarbon regulations (observe provincial law).
• USA (EPA Section 608 / AIM Act): no fixed interval — on every top-up the leak rate is calculated; exceeding the threshold (comfort cooling 10%, commercial refrigeration 20%, industrial process refrigeration 30%) triggers a 30-day repair deadline.
• Entries (initial charge, top-up, recovery, leak check, leak repair, decommissioning) require a technician with a valid refrigerant/F-gas certificate of the appropriate category on the date of service (Personnel file → Certificates). The certificate is saved with the record; entries are append-only.
• Due checks appear in the daily briefing and on the dispatch board under “To dispatch”. The operator report (PDF in company layout, stored privately) shows rule, legal reference, and as-of date, as well as the logbook of the last 5 years.

Under Vehicle Stock, you set up a warehouse for each service van and assign vehicle and technician. Set minimum and target stock for each item.

• When the technician completes the service report, catalog materials are automatically deducted from their van. If missing from the van, it is booked from the main warehouse; items unavailable anywhere are listed as shortages on the report.
• If an item falls below minimum stock, a replenishment suggestion is generated: stock transfer from the main warehouse up to target stock, the remainder as a purchase request. Whether AIRIS creates this automatically depends on your autonomy setting; otherwise, the suggestion awaits your approval.
• Once items are loaded, clicking “Goods loaded in van — book” completes the stock transfer. Technicians can view their van in the AIRIS app under Jobs.

Under Quote Variants — or within a service job via "New multi-option quote" — place two or three options side by side, e.g. new gas boiler, heat pump, or heat pump with hot water. Items are added from the catalog (with price and cost type) or entered freely.

• Each option becomes an individual quote with its own number; tax rate and Reverse Charge for construction services follow your company country and customer. You can mark one option as a recommendation.
• "Show on tablet" opens the customer view: The customer compares prices, advantages, and services, selects an option, and signs with their finger. Alternatively, send the link via email.
• Upon signature, the chosen option is accepted and converted into an order: Order confirmation is sent to the customer, a notification to you, and the other options are marked as superseded. The signature and an "Order — chosen option" PDF are saved securely.

If a quote contains a heat pump, wood or pellet heating, or a district heating connection, the "Funding Check" tab opens during quote editing. An overview of all such quotes and the underlying rule set can be found under Subsidies.

• Programmes: Austria — federal subsidy Kesseltausch (formerly "Raus aus Öl und Gas"), Wien (Heizungsumstellung, MA 50), and Niederösterreich (Eigenheimsanierung); Germany — KfW 458 heating subsidy with speed bonus and income bonus. The customer's country determines the programme, or your company's country if no address is set; the state/province is derived from the postal code and can be changed.
• The subsidy amount is always an estimate with a calculation breakdown. Missing details (old heating system, owner-occupied, income, living area) are prompted by the card; any change recalculates immediately. Details only the customer can know are listed under "customer to verify".
• Deadlines: For KfW, the application must be submitted before work begins, after concluding a contract with a condition precedent — the card warns you, and the quote can optionally print this condition precedent along with the estimated implementation date.
• Once saved, the quote PDF prints the estimate, deadlines, checklist of supporting documents, and sources. The invoice for the quote includes the mandatory details required by the funding agency (e.g. property address, eligible costs, Wien application deadline).
• Each rule states its source and retrieval date. Funding agencies change budgets and conditions continuously — these details are technical research, not funding or legal advice. With KfW funding, no tax deduction under § 35a/§ 35c EStG is possible for the same measure.

Under Products → Create product → "Wholesaler", import your wholesaler's DATANORM files (version 4 or 5, individually or as a ZIP): items with list price, your discount groups, product groups, and price changes. The preview first shows what would happen — changes are only written upon clicking "Import now".

• The import detects duplicates via the wholesaler's item number, the master item number, and the EAN. Nothing is deleted: if the wholesaler discontinues an item, only its pricing condition is marked as discontinued.
• Your purchase price is determined from the net price in the file or from the list price and discount group. The import sets the selling price to the list price — for subsequent price updates, only as long as you have not changed it yourself. Optionally, selling prices remain untouched.
• Price change files (DATPREIS) generate a price report: which items become more expensive or cheaper, by what percentage, and as a downloadable CSV.
• IDS-Connect: Under Purchase requisitions, store your wholesaler's IDS address and credentials (encrypted). "Configure in shop" opens the shop with login; "Transfer to wholesaler shop" sends a purchase requisition there as a cart. Item numbers, quantities, and your net prices are returned — clicking "Order" in the shop marks the requisition as ordered.
• A test shop (simulator) is available for testing — it is not a real wholesaler. Demo companies can only use the test shop.

Larger orders such as bathroom renovations or heating replacements are handled using construction functions: a construction site under Sites with crew, hours, material, and construction log, site report with signature, measurement with interim and final invoice in the construction quote. The service call process (service report → invoice) remains for customer service and maintenance. To the Construction Chapter