ClicInSitu user manual

The first launch fits on a single screen. It sums up the app in three words, Take a photo · Describe it · It goes out by email, and restates its promise: no account, no server, everything stays on your phone. It offers your language, preselected from the phone's language and changeable at any time later in App settings (section 12), and two optional details: your first and last name, which sign your sends (“Alex Martin”), and your email address, which is only used to send items to yourself. To get started, click Take my first photo: the welcome screen closes and you land on the camera screen.

At the bottom of the screen, next to the language choice, a second, discreet button, I have a QR code from my company, is for anyone who receives a phone already prepared for their job. The QR code installs the template prepared by the organisation; that template becomes the current template and the one offered at startup, and a confirmation shows its name and the address the sends will go to. You then come back to the welcome screen, which Take my first photo closes. Until that button has been clicked, for example if you come back from the scan without installing anything or if you close the app, the welcome screen shows again at the next launch. If the QR code carries the configuration lock, it applies straight away (section 13).

As long as nothing has left the phone yet, the camera screen shows ‘Click “Check and send”.’, and the very first photo opens the send window directly (section 8): you see the recipients, the photo and the Send button at a glance.

After that very first send, an Off it goes! panel confirms who the send went to and points out that nothing went through the app publisher: it all left from your phone. If you will often make the same send, Set up a standard send opens the template library (section 4); Later closes the panel. This panel shows only once. On a phone in Locked configuration, it does not offer to set up a standard send (section 13).

The Usual details — template name entry, in the ⋮ menu or in the template button's panel, lets you save the answers that come back with every send, for example the plot “Les Aspres, block 12”. These answers are already filled in for every new send with this template, in the send window as in the panel that follows each photo. You can change them before sending.

The window shows the 📋 Details for the whole send, then the details asked 📎 On each photo. OK saves the answers. They become the Answer offered up front of each detail of the template (section 5).

This entry remains available on a 🔒 Locked template and in Locked configuration (section 13).

In the template editor (section 4), the Add a detail button opens the window of the same name. The Edit the detail icon () opens an existing detail. The window offers the following settings:

• the name of the detail;
• Answer type: the input format (see the table below);
• Answer offered up front (optional): the answer already filled in at each new send. It can also be changed through Usual details (section 3);
• Options (separated by commas), for the One choice among several and Several choices possible formats;
• Where is it filled in?: On each photo, memo or file allows one answer for each item (see below); Once for the whole send allows a single answer, at the top of the send window;
• for a detail asked once for the whole send, the Required: the send waits for this answer box prevents sending until the detail is filled in. For a detail asked on each item, the Asked on table states on which types of item it must be filled in, and whether it is required there (see below);
• Add this detail at the top of the email, or to the part repeated for each photo: adds the Inserted text (editable) line to the email text (section 6).

In the send window, a required detail is followed by an asterisk. The send is refused as long as it is empty.

A detail set to On each photo, memo or file gets a different answer for each item in the send: the number of the parcel photographed, the condition of each part, the remark specific to each file. The Asked on table states, for each type of item, whether the detail applies to it:

• Filled in: the detail is asked on this type of item. Unticked, it does not appear there at all;
• Required: the send is refused as long as an item of this type leaves it empty. This box can only be ticked if Filled in is ticked.

The table has one row per type of item that the template allows in the “What can be attached” table (section 4): Photos, Voice memos, Files and Details only. A type set to Never does not appear in it; its setting is kept and comes back if you allow it again. A new detail is asked on all types, without being required. At least one row must keep Filled in ticked.

In the editor, the list of details shows under each name where it is asked, for example “Photos, Details only · required”, or “for the whole send”.

The Email texts section of the template editor offers the following buttons:

• Edit the email subject;
• Email header, shown once at the top of the email;
• Part repeated for each photo, repeated for each photo, memo, file or details only;
• Email footer, shown once at the bottom of the email. When the template is created, it ends with the line “Sent with ClicInSitu - More info at https://clicinsitu.fr”, which you can change or delete;
• Attachment names (see below).

The Add my email signature switch PRO adds to the email the signature set in How emails go out (section 10), with silent sending only.

Each button opens an editor. Click a shortcut to insert it: it is replaced by the real value when sending. The Preview shows the resulting text with sample values. OK carries the text over into the template: it is only saved with the Save button of the template editor (section 4). On a 🔒 Locked template, or one opened for viewing (section 13), the editor opens Read only: the text and its preview can be read, but not changed.

The repeated part only offers the shortcuts that are valid for each item: your name, your email, the version, the device and the details asked once for the whole send are not listed there. The French forms ({Utilisateur}, {Heure}…) are recognized too.

Attachment names lets you choose what follows “Photo 1 -” in the name of each attachment. Documents keep their name. By default, it is {Model} {Date} {Time}, for example “Photo 1 - Street issue report 2026-09-24 18h52.jpg”. Only the template, the date, the time, your name and the details asked once for the whole send are offered.

The Formatted email switch PRO, at the top of the email texts, lets you format the header, the repeated part and the footer. Formatting only applies with silent sending (section 10): through the phone's email app, the text goes out without formatting. Turning the switch off removes the formatting and keeps the text.

• In the editor, the Aa button shows the formatting bar: Bold, Italic, Underline, Bulleted list, Text colour, Link and, under ⋯, Numbered list, Heading, Clear formatting and Help on formatting.
• The Entered information shortcut ({Table}) presents the details in a two-column table: in the header and the footer, the details asked once for the whole send; in the repeated part, those of the item.
• In the repeated part, Photo thumbnail ({PhotoThumbnail}) places the thumbnail of each photo next to its comment, Number ({FileNumber}) writes “Photo 1”, “Memo 2”…, and Memo length ({MemoDuration}) gives the length of a memo.
• If the repeated part has not been changed, the app offers, when the switch is turned on, to place the thumbnail of each photo next to its comment.

1. In My templates, click the QR code button on the template's row.
2. If needed, tick The recipient will not be able to modify it, or Locked QR: importing locks the configuration BUSINESS (section 13).
3. Have the other phone scan the QR code.

The QR code contains the template's configuration: name, recipients, texts, details and options. It does not contain any photos.

Under the QR code, Share the file… sends the same template in a .clicinsitu file (by email, WhatsApp, Drive…). Save the file… saves it on the phone. The The recipient will not be able to modify it option also applies to the file. Locking the configuration, on the other hand, only works through the QR code.

Opening a template you received

On the site's catalog, the Open on this phone button opens the template preview directly in ClicInSitu. If the app is not installed, it downloads the .clicinsitu file. A template link https://clicinsitu.fr/m/#… received in a message opens the same preview.

For a .clicinsitu file you received, click it and choose ClicInSitu if the phone asks. In every case, check the preview, then click Import: nothing is imported before that. The preview shows where the file comes from: ✔ ClicInSitu certified template or Template shared by a user. A file changed after it was signed is refused. In Locked configuration, the file follows the same rule as a scanned QR code (section 13): without the PIN, its templates arrive as personal templates, or, if personal templates are not allowed, the admin PIN is asked for before the preview.

The file format is public (page The .clicinsitu file format).

Scanning a template QR code

In My templates, click Scan a template QR code. Before the import, ClicInSitu shows a summary of the template: name, details to fill in, position, what can be attached, recipients, subject, automation and the 🔒 Not modifiable notice. Click Import to add it. If a template already has this name, a suffix is added.

Receiving a template, by QR code or by file, is possible in every plan.

After each send, a line confirms it for a few seconds, for example “Off it goes → demoV6@clicinsitu.fr”. If you changed the To recipients of this send without ticking Remember for this template, the line also offers Always send there?: one click saves these recipients in the template (“The template will now send there.”). This offer does not cover copies (Cc, Bcc) and does not appear on a locked template, nor in Locked configuration. The panel that follows the very first send is described in section 2.

My sends

My sends, in the ⋮ menu of the camera screen, shows the history of sends: date, template, recipients, channel and status of each send. It is kept only on the phone. A red dot on the ⋮ button flags a failed send. My sends lets you:

• Send again a send that failed or is marked Probably sent — check before resending. Without the PRO plan, it is sent again through the phone's email app;
• Cancel this send, if it failed or is pending;
• open the plans with the See the plans button, on a send marked Not sent — automation locked;
• filter sends by status (Show:);
• Export PRO the sends of a period (Last 7 days, Last 30 days, Last 90 days or All my sends), in CSV or JSON format.

Notifications report the result of sends that went out in the background (Sent ✓, Send failed, To be checked) and, on returning to the camera screen, the sends that have been waiting for the network for more than twenty-four hours (a single alert each time the app is opened).

The ✏️ Annotate button PRO, under each photo in the send window, opens the annotation editor. It offers five buttons: Select, Arrow, Circle, Text and Colour. A help banner, above, explains how to use the active tool.

• Arrow and Circle give access to other shapes. Click the active tool a second time, or long-press it, to open its palette: Line, Double arrow, Polyline; Rectangle, Triangle, Polygon, Freehand.
• Most shapes are drawn by sliding your finger. The polyline and the polygon are drawn point by point: click the last point to finish a polyline, the first one to close a polygon. Spread two fingers apart to enlarge the photo.
• Click a drawing to select it. You can then move it, enlarge it with its ⤡ handle, change its colour or erase it with ✕. Click a selected text to correct it.
• Undo and Redo, at the top of the screen, undo and redo each action. ⋮ › Clear all erases all drawings.
• Apply annotations saves the annotated copy.

The annotated copy goes into the email and the report. The original photo is not changed.

Getting a signature

The ✍️ Get it signed button on the PDF report card opens the signature screen. The other person types their name in Signer's name (recommended), signs with a finger, then clicks Confirm signature. The Add a second signature button adds another one. Each signature appears in the report with its date and time. It is erased from the phone after sending.

Control checksums BUSINESS

With the BUSINESS plan, the report ends with the Control checksums (SHA-256) of the photos. They let the recipient check that a photo has not been changed since it was sent. The data sent to the automation contains the checksums of the photos, memos, files and report in every plan (section 11).

Report in your company's house style BUSINESS

With the BUSINESS plan, the report can follow your company's house style: accent colour, cover page with logo, company name and legal notices, automatic reference, footer, order of sections. These settings are described in a style file (JSON). In the PDF report screen, the Company style (Business) section imports it with Import a style…. A style applies to all templates, or only to the template it names. The Delete icon () on a style's row removes it: the report goes back to the standard layout.

Importing a style file always goes through a preview, whether it comes from Import a style…, from My templates → Restore templates… or from another app (attachment, Files: Open with ClicInSitu). The preview shows the style's name, whether it applies to all templates or to just one, and the company name, legal notices and footer it brings. If it replaces a style already in place, the preview says so at the top. Nothing changes before Import; Cancel keeps the existing styles. In Locked configuration, the admin PIN is asked for.

The How emails go out screen (App settings, Sending section) offers two sending modes:

• Through the phone's email app: each send opens in Gmail, Outlook or your email app; you read it over and click Send. This is the default mode.
• Silent sending PRO: the email goes out without opening any app or confirming anything. Each send is recorded in My sends.

The first time, Silent sending opens a wizard:

1. Who provides your email?: Gmail, Hotmail/Outlook (OAuth Microsoft), Orange, Free, Bouygues Telecom, SFR or OVH. Another provider (detailed settings) opens the full form.
2. For Gmail and Hotmail/Outlook (OAuth Microsoft), How do you want to connect?:
   • With my Google account (or Microsoft): you allow ClicInSitu once in the browser, with no password to create. The app only asks for permission to send emails. For a Microsoft work account, see below;
   • With an app password: a code created once on the provider's website. The How to get an app password link explains how to get one.
3. Your email address and the password: the app password for Gmail and Outlook, your usual password for the other providers.
4. The check with the provider. If there is an error, the message says what to do; Try again lets you correct what you entered.
5. All set: Send me a test email lets you check that it arrives.

The configuration is only saved after a successful check.

In the full form, Save saves the server and closes the screen. After a successful test, the app offers to save it.

The Your sending account card shows the address, the provider and the date of the last check. It offers Send me a test email, Change, which restarts the wizard, and Sign out for a Google or Microsoft account.

The App settings item in the ⋮ menu opens the list of settings, with the current value under each title. The sections are as follows:

The Photos and voice memos item in App settings, Photos and files section, lets you set the size of photos and memos:

The definition applies when the photo is taken. Photos imported from the gallery and attached files are not reduced.

Built-in help

The Help item in the ⋮ menu of the camera screen opens the app's help. It has the following chapters: Getting started, Filling in the details, Sending, Going further with Pro, Your templates and Setting up the app. The last one ends with the privacy policy.

The ? in the title bar of several screens opens the help for that screen.

Version number and diagnostics

The version number is at the bottom of App settings. Give it when you contact support. A long press on this number opens a technical report, with no address and no send content. The Copy button lets you paste it into a message to support. This report is never sent automatically.

Locked configuration BUSINESS prevents the templates and settings of a phone from being changed. It is turned on in App settings, App section, with an admin PIN of four to six digits.

Once the configuration is locked, the user can still take photos, record memos, attach files, send and look at My sends. They can also change the Usual details (section 3).

App settings then only shows the user's name, the appearance, the language and the Open settings with the administrator PIN button. Once the PIN is accepted, the screen shows all the settings, with a My templates item at the top of the Sending section, which opens the full list.

The PIN opens a two-minute administration session, extended each time a settings screen is opened and each time something is saved. The configuration locks again when you return to the camera screen, or after those two minutes. A settings screen left open then closes, with the message Administrator session expired; a test in progress is abandoned. App settings does not close: it goes back to the restricted view (your name, the appearance, the language and Open settings with the administrator PIN); My templates goes back to view-only. In every case, the PIN is asked for again before anything is saved, erased or tested; if you cancel, nothing is saved or sent.

The startup template, however, is chosen without the PIN: by checking Offer at startup in the template, or by a long press on a template in the template button's panel, then Use at startup. The same long press offers View template. A batch of templates pushed by the device management console (MDM) imposes its own startup template again.

On a locked phone, importing a template is still possible (by scanning its QR code, or by opening a .clicinsitu file or an import link), but without the PIN you get nothing more than you could create yourself. If personal templates are allowed, the imported template arrives as a personal template, with no automation or house style; the With the PIN button of the preview makes it a company template. If they are not allowed, the admin PIN is asked for before the import. As long as personal templates are allowed, whoever holds the phone can therefore send to recipients of their choice: for the lock to hold the recipients too, untick Allow personal templates. Every send is still recorded in My sends.

If the Allow personal templates checkbox is checked at the time of locking (it is by default), the user can still create a template with New template, in My templates as well as in the template button's panel. This template is a personal template, marked with the Personal badge: the user edits, duplicates, shares and deletes it without the PIN, while the other templates stay view-only. The user can also move personal templates among themselves with a long press. A template created by the administrator during their session is not a personal template.

A personal template cannot be set up with an automation, and its PDF report keeps the standard layout, without the company's house style. It goes out through the phone's sending account, and its sends stay in My sends. Shared by QR code or by file, it arrives on the other phone as an ordinary template.

Changing the permission after locking. Open settings with the admin PIN: under Locked configuration, the Personal templates row shows Allowed or Not allowed; clicking the row switches from one to the other. If you withdraw the permission, personal templates already created are kept, but the user can only view them, and New template disappears. If you give it back, they become editable again.

The ClicInSitu plans screen opens from the Your plan section, at the bottom of App settings, or by clicking a feature marked PRO or BUSINESS. Once the plan is activated, you return to the screen you came from and the feature is available.

• Free, free with no quota: sending photos by email, voice memos, details to fill in, position, ready-to-use templates and your own templates, templates received by QR code, My sends.
• Pro, a single purchase, no subscription: silent sending, email signature, formatted email, annotation, PDF report and finger signature, automation, sharing templates by QR code and by file, backing up and sharing all templates, exporting My sends. The price is the one shown by Google Play.
• Business, annual license per device band: everything in Pro, plus control checksums, the report in your company's house style, Locked configuration and fleet deployment. The Contact us button lets you request it.

To activate a license key, paste it into the I have a licence key… field, then click Activate. Activation works without an internet connection. If the key has to be issued for your phone, the Copy button copies the Device ID to pass on. The same field accepts test keys, valid for a limited time.

Before a license expires, a banner says so on the My templates screen, except when it is open in view-only mode (section 13). An expired license makes the features concerned unavailable, without touching the data or the templates.