Frequently Asked Questions about OnSite

OnSite is an AI-powered platform for field documentation. You capture photos, videos and voice notes right on site — the AI turns them into structured reports, minutes and expert opinions. No retyping, no media breaks, no office evening after the field day.

OnSite is for everyone who works outdoors and documents indoors:

• Construction supervision & site inspection — site inspection reports, defect notices, site diaries
• Environmental construction supervision — species mapping, environmental reports, route inspections
• Landscaping & groundworks — measurements, acceptance reports, photo documentation
• Forestry and environmental planning — baseline surveys, monitoring reports
• Engineering firms & experts — inspection reports, evidence preservation
• Facility management — site inspections, maintenance reports
• Sales & client meetings — record, analyse and transfer conversations directly into your CRM

In short: anyone still working with a clipboard, dictaphone and Excel.

Most apps only digitise the form — you still type everything in manually. OnSite goes a step further:

1. Voice instead of typing — dictate your observations, and the AI transcribes and structures them automatically.
2. Image analysis — photos are recognised by the AI, categorised and linked to your notes.
3. Finished reports — no empty document to fill in. The AI creates a complete draft in your corporate design.
4. Fully customisable — not an off-the-shelf standard app. We adapt OnSite to your existing forms and processes.

Yes. OnSite supports various report profiles — from site inspection reports to daily reports and meeting minutes. Each profile has its own structure that fits your use case exactly. New profiles are configured individually for you.

Yes. Put your smartphone on the table and record the entire meeting — even over two hours. The AI transcribes the conversation, separates the individual speakers and creates a structured set of minutes with agenda items, decisions and open points. No note-taking, no rework in the evening.

OnSite runs in the browser as a web app and can be added directly to the home screen as an installable web app (PWA) on mobile — including on the iPhone. For Android there is also a native app via the Play Store. That way you have OnSite with you in the office and in the field, online and offline.

No. OnSite is deliberately kept simple: record, quickly review, approve. If you can operate a smartphone, you'll get along fine with OnSite. To get started, we set everything up for you and train your team — you're up and running straight away.

Yes. The transcription is designed for the technical language of your industry and reliably recognises common technical terms — even with a regional accent. Through your individually configured report profiles, OnSite is additionally tuned to your typical terms and phrasing.

You speak your observations directly into the app — on the construction site, in the forest or inside a building. The AI transcribes your speech in real time and recognises:

• Technical terms from your industry
• Speakers in meetings with several participants
• Structure — a free dictation becomes a structured text with headings and paragraphs

The transcription works in German and English. Background noise (construction site, wind, traffic) is reliably filtered out.

The AI creates a complete draft, which you review and adjust if needed. The process:

1. You capture media and voice notes in the field
2. The AI analyses, structures and formulates
3. You receive a finished report draft in the report builder
4. You review, correct if necessary, and export

The AI does not replace your professional expertise — it takes the typing work off your hands. You always stay in control.

The core functions (photos, videos, voice recordings) can be used even without an internet connection. Your recordings are stored locally and synchronised automatically as soon as you are back online. The AI analysis and report generation require an internet connection, as the processing takes place on our secure servers.

• PDF — print-ready, in your corporate design with logo and letterhead
• Word (DOCX) — editable, for further processing or handover to clients
• SharePoint — direct filing or connection to your SharePoint environment
• Custom formats — on request we adapt the export formats to your requirements (e.g. specific templates from your client)

Yes, this is one of the core advantages of OnSite. We digitise your existing forms, checklists and report structures. You don't work with a standard template, but with your own documents — just digital and AI-supported.

Examples: construction supervision reports to your scheme, defect catalogues with your categories, species lists to your mapping standard.

OnSite combines several leading AI models for transcription, text analysis and image processing. Processing is GDPR-compliant with server locations in Europe. You have the choice: OnSite provides the AI as a subscription — or you enter your own API key (e.g. Mistral, OpenAI, Gladia) and bill directly with the provider.

All data is stored on servers in the EU — your projects, media, reports and settings. We do not use international cloud services for data storage. The AI processing takes place over secured, encrypted connections.

Yes, fully. OnSite was built from the ground up for the European market:

• EU server location — no data transfer to third countries for data storage
• Encrypted transmission — all data is transmitted encrypted (TLS/SSL)
• Tenant separation — every company has its own isolated database
• Data export — you can download all your data as JSON or an SQL dump at any time
• Deletion — on request, all your data is deleted completely and irrevocably

All documents are time-stamped and archived in your project database; changes are traceable via a complete audit trail. Formally certified audit-proof storage (e.g. with cryptographic time stamps in line with commercial-law requirements) is not yet finalised. Talk to us if certified audit-proof storage is a must for your use case — we implement it according to customer needs.

Yes. For the processing of personal data we provide you with a data processing agreement (DPA) in accordance with Art. 28 GDPR — simply request it from us.

Your data belongs to you. You can export it in full at any time (e.g. as JSON or an SQL dump). After the contract ends, we delete all your data completely and irrevocably on request.

OnSite is a one-time purchase – not a subscription. Two packages are available:

• OnSite Foundation – 2.470 € net: full app, basic setup and onboarding of your most important workflows, ready to go as delivered
• OnSite Vista – 4.940 € net: additionally more intensive onboarding, personal consulting, a dedicated customisation project with individual development & interfaces, optionally your own hosting

Hosting on EU servers is included with both. The AI features are billed separately (see below).

Not for the app – it is a one-time purchase with no recurring licence fees, hosting included. Only the AI features are optional: either in the AI subscription for 30 € per seat per month or via your own API key with usage-based billing with the provider. Switchable at any time.

That depends on the package:

• OnSite Foundation is ready to go as delivered — operational within a few days to about a week.
• OnSite Vista with an individual customisation project typically takes 2 to 4 weeks: week 1 kickoff & process analysis, weeks 2–3 configuration of your report profiles, weeks 3–4 training, pilot test run and fine-tuning.

The fastest way is to try OnSite yourself — free and without obligation:

Start free trial at demo.onsiteapp.ai →

On request, we will also show you OnSite in a personal demonstration based on your specific use cases (approx. 30 minutes, no obligation).

Purchasing the app covers your entire company — you can create as many users as you like. You only pay per seat that uses the AI features (AI subscription 30 € per seat per month). Anyone using the app without AI incurs no ongoing costs.

Yes, at any time. You can start with OnSite Foundation and switch to Vista later — the difference between the two packages is charged. That way you start small and let OnSite grow with you.

The optional AI subscription (30 € per seat per month) has a minimum term of 12 months. The app itself is independent of this — it is a one-time purchase with no term. Alternatively, you use the AI via your own API key entirely without a subscription.