General User Guide

Found in: Introduction > General User Guide

SynControl is an integrated operational platform that unifies the management of data, workflows, inspections, bookings, suppliers, products, documentation, technicians, reporting, and compliance into a single environment. It is designed to accommodate organizations that require structured processes, approval flows, and traceability across multiple teams such as sourcing, production, quality, compliance, and field operations.

The platform provides users with tools to organize their work, create and maintain records, coordinate inspections or bookings, manage product data, interact with suppliers and clients, collaborate internally, and maintain compliance with operational procedures. SynControl becomes the central system of record for all activities that require continuity, documentation, and historical tracking.

Core Concepts and Key Features

Understanding these foundational elements helps users navigate the platform effectively and ensures consistency when interacting with different modules.

Technical Folders & Compliance Management

SynControl provides a structured and secure environment for storing technical documentation such as Technical Files, Test Certificates, and Declarations of Conformity. These documents are often required by market surveillance authorities, customs agencies, or internal auditors.

The platform allows teams to centralize all regulatory documentation, automate requests when files are missing, and generate compliance documentation directly from the validated data. This ensures inspection teams, compliance managers, and buyers always work with the most accurate and complete documentation set.

Bookings & Inspections

Bookings are the core operational activity within SynControl. A booking represents any scheduled work, such as product inspections, audits, testing activities, or quality checks. When a booking is created, it links together essential components including the product, factory or supplier, checkpoint instructions, and assigned technician.

Once scheduled, the booking appears on the shared Calendar and in the Technician Schedule, ensuring coordination across teams. Inspections are then executed using SynControl’s mobile application, which guides technicians through structured templates and ensures consistent data capture.

Smart Templates

Smart Templates are one of SynControl’s foundational tools. They are customizable, drag-and-drop forms that define the structure of inspections, audits, quality checks, or any workflow requiring standardized data collection. Templates include instructions, checkpoints, calculation rules, comment fields, and result logic.

Because templates are fully configurable, organizations can enforce consistent operational procedures across all technicians, suppliers, or internal teams, reducing ambiguity and improving the reliability of inspection outcomes.

Checkpoints

Checkpoints are the individual criteria within Smart Templates. They represent each step that must be evaluated during inspections, for example, verifying packaging, checking serial numbers, measuring product dimensions, evaluating workmanship, or assessing defects.

Checkpoints ensure inspections are detailed, repeatable, and measurable across multiple technicians and locations

Real-Time Dashboards & AI Analytics

SynControl includes dashboards that provide an overview of operational activity such as ongoing bookings, inspection outcomes, technician workloads, product trends, and compliance data. Beyond standard dashboards, the platform includes an AI-powered analytics assistant that can generate custom tables, counts, or visualization summaries using natural language. This allows users to explore data freely without needing external BI tools.

Completing Your First Inspection Workflow

The following example shows how multiple SynControl modules work together in a complete end-to-end inspection workflow.

Step 1: Plan and Schedule the Inspection

Begin by navigating to Planning > Booking List and selecting Create New Booking. You will enter the essential details such as product information, supplier or factory details, inspection date, and location. The product and contact details are selected from the Data and Contacts modules respectively. Once the booking is created, assign a technician from the Users module to perform the inspection.

The newly created booking appears on the shared Calendar and in the assigned technician’s Schedule, ensuring full visibility for the teams involved.

Step 2: Prepare Using Smart Templates and Technical Instructions

Before traveling to the inspection site, the technician accesses the booking via the SynControl mobile app. The app contains all required instructions, technical folder documents, product specifications, and checklist templates.These files may include photos, compliance certificates, defect lists, or measurement instructions.

Smart Templates ensure the technician follows the correct inspection sequence and collects data consistently. Checkpoints act as the structured checklist that helps avoid omissions and ensures alignment with the company’s quality standards.

Step 3: Execute the Inspection and Generate the Report

At the inspection location, the technician opens the job in the mobile app and proceeds through each checkpoint. Measurements, pass/fail evaluations, defect photos, notes, and attachments are captured in real time. The structured format ensures consistency across all inspections.

Once the inspection is completed, the system automatically generates a report using the Smart Template logic. This report can be shared immediately with internal teams or suppliers. The results also update dashboards and analytics modules, ensuring managers are informed of quality issues without delay.

The SynControl platform contains several module groups, each representing a different operational area. Below is a user-friendly overview that aligns with your official documentation map.

Planning Modules

Planning modules help users organize operational activities such as inspections, sampling, tasks, and purchase orders.

These include the Calendar, Booking List, Samples, Todo Tasks, and Purchase Orders modules. Users typically review scheduled work, follow up on tasks, or prepare resources for upcoming inspections.

Contacts Modules

The Contacts section includes Suppliers, Factories, Testing Labs, and Client Companies. Each record provides essential contact information, documentation, and cross-references to bookings and product data. Users frequently access these modules when creating new bookings or reviewing supplier performance.

Money Module

The Invoices module allows users to track billing related to inspections or technician jobs. Users may download invoice files, check invoice history, or reconcile operational and financial data.

Users and Technicians

This section includes the Users List, Technician Jobs, Technician Schedule, and Technician Payments.

Users can review technician assignments, follow job progress, and inspect payment calculations. Technicians themselves rely heavily on the mobile app for their daily tasks.

Data Modules

The Data section is one of the most frequently used areas of SynControl. It contains Products, Checkpoints, Defects, Technical Folders, Tools, Custom Objects, Standards, Files, and Import/Export. Users reference these modules during bookings, inspections, compliance checks, or documentation management.

Dashboards

Dashboards provide real-time views of ongoing activity across quality, production, inspections, technicians, and compliance. Users often consult dashboards for progress updates or issue detection.

Settings (User-Level)

Although full configuration is reserved for administrators, users may access certain personal settings such as language preferences, layout preferences, or notification behavior.