Regelwerk questions and answers

For small businesses without their own IT that want to keep their procedures, work instructions, and rules in one place, as an operations handbook, a quality manual, or both. Typical teams have up to about 25 people, but there is no fixed limit.

• Regelwerk as an operations manual
• Regelwerk as a quality manual

No. Regelwerk runs in the browser on computers, tablets, and phones and is hosted in Germany. We take care of servers, updates, and backups.

• Who we are

You create chapters and pages and bring your texts over yourself. Or we import your Word files, PDFs, and wiki pages for you, as a paid service under a separate quote.

• Compared with Word and SharePoint
• Compared with Confluence

Yes, if you like. In a personal onboarding we set up chapters, groups, and permissions together with you. This is also a paid service under a separate quote.

Yes. Every topic has exactly one current version, changes go through controlled publishing, and the history shows who published what and when. So the current state is always at hand for your management system and your audit.

• More on drafts and approval
• More on version history

No. You create accounts with a username and password. Only your organization's admins need an email address, for their own password and their own devices, plus the inbox that receives the approval requests.

• More on sign-in without email

Your organization approves the device first. The request goes to the address you choose for it and is confirmed with a code. An approval lasts 90 days for that browser on that device. Knowing a password alone does not get anyone into your handbook unnoticed.

• More on device approval

Yes, for single accounts or for your whole organization. Your organization's admins decide this in the administration.

Yes, if you want to. With the IP allowlist your handbook can only be reached from up to 100 addresses or ranges that you choose, such as your office network. Admins are exempt, so you never lock yourself out.

• More on the IP allowlist

You decide per group and chapter, with the permissions read, write, and publish. Whatever someone may not read is missing from their table of contents and their search. Your organization's admins always see everything.

• More on groups and permissions

Regelwerk is hosted in Germany. We back up the data, encrypted, to data centers in Switzerland. The privacy policy lists the service providers we use.

• Read the privacy policy

Every page exists exactly once, in its current version. Changes start as a draft and only reach your team once someone with the publish permission releases them.

• More on the reading view

Only groups you give the publish permission for a chapter. Everyone else can at most write drafts, which someone else reviews and publishes.

• More on drafts and approval

Yes, each in their own draft. Only a draft based on the current version can be published, so nobody accidentally overwrites someone else's change.

Yes. For every page Regelwerk keeps the current version and the ten before it, with the name and date of each publication. Anyone who may publish the page can bring back an earlier version with one click. A view that highlights the differences between two versions is coming soon.

• More on version history

Yes. Search covers the title, summary, and text of every page and shows each person only results on pages they may read.

• More on search

Yes. You add images and files straight into a page. The plan includes 2 GB of storage for them, and you can add more storage.

There is one plan with all features, 20 users, and 2 GB of attachment storage. Additional users cost extra. We will publish the price on the pricing page at launch.

• See the pricing page

Yes, once Regelwerk launches. The trial lasts 30 days, with all features and 2 GB of storage, and you enter no payment details for it. If you do not subscribe afterwards, we block access and delete your content 30 days later.

Additional users and extra storage. Custom branding and an AI integration are coming soon. Importing your documents and a personal onboarding are paid services.

Unless agreed otherwise, the contract runs for an indefinite period. Either side can cancel it in text form with one month's notice to the end of a billing period. You can also cancel in your organization's settings. That takes effect at once and ends access, and the billing period already started is still owed. The details are in our terms.

Yes. As an admin, you download a ZIP under "Data export" in your organization's settings at any time, with every page in its current version as a Markdown file in your chapter structure and the attachments it embeds. Accounts, groups, and permissions are not included. You get those and everything else, drafts and older versions included, in a structured, machine-readable format on request. Send us the request in text form. We charge nothing for the export or for switching to another provider. Deadlines and details are in section 13 of our terms.

On request we keep your data available to you for at least 30 more days. After that we delete it completely, unless the law requires us to keep it. Copies in our backups are deleted when their regular retention ends.