EvidStore user guide
Getting started step by step and what you will find in each part of the portal. You can print the guide or save it as PDF.
Guide last updated: 24. 10. 2026
Getting started step by step
In a few minutes the portal is ready for your first assets. Steps 3 to 5 are done by the organization administrator, the rest by anyone with access.
Sign up your company
On the Company sign-up page choose a plan, fill in the company name, country, your name, work e-mail and password, and accept the terms.
- The Free plan is free forever (up to 25 assets); you can try a paid plan first during a trial without a credit card.
- The password has at least 14 characters, upper and lower case letters, a digit and a special character.
- If the portal sends e-mails, you receive an 8-digit verification code – the portal is created only after you enter it (this also verifies your e-mail).
- Whoever signs up becomes the organization administrator.
Sign in
On the Sign-in page enter your e-mail and password, or choose “Sign in with a code from e-mail” – you get a one-time code and need no password (nor to change it).
- Reset a forgotten password with a code from your e-mail.
- “Remember my e-mail on this device” pre-fills your e-mail next time (the password is never stored); the eye button next to the password shows what you typed.
- Switch the language (SK / CZ / EN) at any time in the portal header – it applies to the whole interface.
- Sign out and sign in with another account from the menu with your name in the top right corner.
Set up the portal
In Administration → Settings and code lists check the country, default language, currency and portal name.
- The country determines standards and regulations, depreciation groups and the date format.
- Upload your company logo on the Print and logo tab – it appears on print reports.
- Asset categories, depreciation groups, request types and other code lists are prefilled; adjust them as needed. On the Request types tab you also enable the public web form.
Create the organization structure
In Organization create companies and their departments or sites. Every asset belongs to one department.
- One organization can have several companies (the number depends on the plan).
- Assets without a department are shown in the “Unassigned” group.
Invite colleagues
In Administration → Users and roles add users, assign roles and choose which companies they can access.
- Roles: Administrator (everything), Manager (register and activities), Metrologist (calibration), Technician (assigned assets, work orders, faults, parts), Auditor (read only).
- On the Roles tab set each role's access to parts of the application: none, read or full.
- If the portal sends codes by e-mail, a new user's password is optional – they sign in with a code. Tick “Send an invitation by e-mail” (or later the Send invitation button) and your colleague gets an e-mail on how to sign in.
Add assets
In Assets add assets one by one with the new asset button, or import them all at once from a file.
- Only the name and inventory number are required; add the department and other details any time later.
- Import: Import / export → Import, upload CSV (also saved from Excel), JSON or XML and map the columns – each field says what the column should contain. The mapping is pre-filled, check it. The mapping is remembered.
- Add calibration instruments in Calibrations – the metrology profile is linked to the asset.
Set up activity plans
On the asset detail, Activities and plans tab, add a plan – what has to be done (calibration, inspection, maintenance…) and how often.
- The next due date is calculated from the last completed record.
- A maintenance plan can have a checklist, instructions, estimated hours and an assignee – work orders are created from the plan.
- When recording a completed activity, enter the date, result and validity and attach the report.
Track due dates and work with activities
The Dashboard shows what needs attention today; Deadlines lists all due dates – overdue first, then by priority.
- Any user with access can report a fault; approving it creates a work order.
- Print reports or save them as PDF directly from the browser – the Print button of each activity offers only its own reports and labels.
- Download your data at any time – each agenda via Import / export, the whole organization in Subscription.
Parts of the portal
An overview of the main parts in the order you find them in the menu. What you see depends on your role.
Dashboard and deadlines
The home page summarises asset counts, overdue work orders, new faults, overdue requests and requests awaiting a decision, expiring documents and upcoming due dates.
- Deadlines: one list of plans, work orders, certificates, warranties, end of life, partner accreditations and loan returns; with “Create calendar link” you add them to Outlook, Google or Apple Calendar.
- Quick actions: new asset, report a fault, record a calibration, new request.
- Maintenance KPIs: mean time to repair (MTTR), time between failures (MTBF), availability, planned maintenance share and monthly cost and repair charts – on the dashboard and on the asset card.
Assets and asset detail
The asset list with search, filters and paging, even for large numbers of assets. The asset detail has tabs:
- Activities and plans – plans, recording completion, cancelling and voiding with a reason.
- Timeline – the whole asset history; Spare parts, Certificates, Documents, Photos, Requests, Loans.
- Life and depreciation – tax and accounting books; Disposal – proposal, disposal committee and report.
- Meters (running hours, kilometres) with readings, transfers between departments and responsible persons.
Calibration and metrology
Instruments, calibration procedures, measurement points with tolerances, reference standards, certificates and nonconformities.
- Calibration and legal verification.
- The result is evaluated against tolerances; a nonconforming instrument is flagged.
- Set the calibration policy (default interval, workflow, approval) in Settings.
- For a nonconformance the portal shows the period of suspect measurements since the last passing calibration; record what is affected, the decision and justification and print the assessment for the auditor (ISO 9001, 7.1.5.2).
Inspections and checklists
Statutory inspections of technical equipment and checklist-based inspections with OK / not OK / N/A items.
- Prepare checklist templates in Checklists (roles with full access to Checklists – by default administrator and manager); each template shows the asset schedules that use it.
- Assign a template to an asset schedule or pick it when creating a work order – its items are copied into the order.
- A failed item becomes a finding on completion; a critical finding takes the asset out of service.
- Pick standards and regulations from the country's list.
Work orders and preventive maintenance
Work orders (PP-YYYY-NNNN) with priority, assignee, due date, labour hours and parts consumption.
- Generate preventive maintenance from asset plans.
- Consumed parts reduce stock and are added to the costs.
- Completing or cancelling a work order also closes the related request.
- Print the work order protocol; the customer or supervisor signs acceptance right on the screen (finger, pen, mouse).
Fault reports and repairs
Anyone with access reports a fault (POZ-YYYY-NNNN), a manager approves it and a repair work order is created.
- A pending report can be edited or deleted.
- Record downtime and root cause on the repair; costs, repairs and downtime for the last 12 months are shown on the asset detail.
- If an administrator allows it in Settings, anyone can report a fault with a photo via the QR label without signing in – the report is marked “via QR”.
Requests
A request register for companies, municipal offices and schools (ZIA-YYYY-NNNN) – who asks for what, by when and who handles it.
- The request type (e.g. purchase request, leave, permit, premises rental, pupil release) pre-fills the handling deadline. An administrator sets the types, deadlines in days, approval and web availability in Settings → Request types; a type can have a preset subject, choose which requester fields are shown and required (address, e-mail, phone, ID card number, an identifier such as employee number or vehicle registration) and allow electronic attachments. A type in use cannot be deleted, only deactivated. Predefined types have a subject and a request text template with fields (name, address, date…) and a required {Text} slot; if a type has a template, the request text is built from it and only the requester's own text is filled in – the form shows a preview of the full text.
- Record the requester's name and the details the request type asks for (address, e-mail, phone, ID document, identifier), date and channel of receipt (in person, e-mail, post, electronic mailbox…), reference number, priority and who handles the request. Internal employee requests need no address, contact or ID document. Attach and download electronic attachments in the request details.
- Tiles show open requests, overdue requests, those due within 3 days, those awaiting a decision and requests resolved in 30 days with the average handling time.
- In the details you start handling the request, resolve it with a reply, approve or reject it with a reason, cancel or reopen it – every change is recorded in the history, and you can add internal notes.
- Print the receipt (with the number and names of attachments and, once resolved, the outcome) and the request content without attachments using Receipt and Print request.
- An administrator enables the public web form in Settings → Request types and puts the link on the organisation's website. The requester needs no account; before submitting they see the personal data processing information (the administrator fills in the controller, data protection officer and policy link) and confirm they have read it. A preset subject cannot be changed and, if the type allows it, up to 5 files (PDF, images, documents) of 10 MB each can be attached. The request arrives as new, marked “submitted online”. The form is protected against spam and flooding (hidden anti-bot field, fill-time check, limits per address, per form and overall; an identical repeated submission is not recorded twice). The link to your organisation's form – to publish and to try out – is on the Requests page under the Public form button.
- Data protection: after the retention period (5 years from resolution by default, adjustable) the name, address, contacts, ID document, identifier, request text, notes and attachments are anonymised, including the change history. Search, export or anonymise a specific requester's data under Data protection (GDPR).
QR labels, photos, loans and stocktaking
Work right at the asset – with a phone or a barcode scanner.
- Print QR labels in QR labels – selected assets or all matching a filter, on an A4 / A5 / A6 / custom sheet (label size, left and top margin, gaps, auto layout, start position on a partly used sheet) or a label printer; also activity labels (CALIBRATED, SAFETY INSPECTION – date and next due) and spare part labels. The QR code holds a link (a phone camera opens the asset card) or the checked details as text, one per line.
- In the Photos tab of the asset card take photos of the asset, a fault or a work order directly with your phone.
- Loans: who has borrowed a tool and when it is due back; the return date also appears in Deadlines. Pickup and return are signed on screen and the protocol can be printed.
- Stocktaking: start a stocktaking (all assets, a company or a department) and scan labels with the camera, a scanner or the Camera app – the portal shows found, missing and out-of-scope assets.
Certificates and documents
Declarations of conformity, warranties, inspection reports or licences with validity and a reminder before expiry.
- Attach documents to the asset or to a specific activity.
- The portal recognises the number, dates and result from the document text and offers them to fill in.
Spare parts and partners
Parts stock with minimum level, price and location; partners – service companies, laboratories and inspectors.
- Receipts, issues and stocktaking adjustments; low-stock alerts.
- A part or partner in use is not deleted, only deactivated.
Print reports
Predefined reports (asset card, deadline plan, disposal proposal…) with a scope – period, company, department, category, asset.
- Print and PDF directly from the browser.
- Save your own edited copy of a report under its own name.
Import, export and your data
Your data is stored in the cloud in EU data centres (Microsoft Azure): encrypted HTTPS connection, each organization's data isolated directly in the database, role-based access, change history and backups. The data is yours – download any agenda at any time as CSV, JSON or XML, and the administrator can download the whole organization at once as a ZIP archive.
- Export and import are separate role permissions (administrator and manager by default, everyone during the trial).
- Your own export edited e.g. in Excel can be imported back without duplicates – records are matched by ID.
- The administrator downloads the whole organization in Subscription with “Download export (ZIP)”.
Administration, subscription and data protection
Settings and code lists, users and roles, subscription and personal data protection.
- Settings → Request types: types and deadlines, subjects and request text templates, requester fields, attachments, enabling or disabling the public form, GDPR information and retention period.
- Subscription: plan, yearly or monthly payment, pro-forma invoices and card payment.
- Data protection: find a person, export their data and anonymise it (GDPR).
- Every change is written to the change history. In Change history the administrator sees who changed which fields and when (previous → new value); sensitive data is hidden and each access is logged.
Useful tips
- Whatever you add, you can also edit or delete. Deleting is safe – the record stays in the history; a completed activity is only voided with a reason.
- An asset with history is not deleted but disposed of – its history is kept.
- Asset pickers in forms work by search – type part of the name or asset tag.
- Dates are shown in the format of your organization's country.
- A link with ?lang=sk or ?lang=cs opens the portal directly in that language.
Have a question?
If you did not find the answer in the guide, send us a question through the contact form.
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