Phase 1 — Capture with OpenSpace

1

Preparation & Access

Account setup via invitation – You will receive an invitation by email. Use the link to activate your OpenSpace account. You do not need to register separately.

Required Equipment – The following equipment is needed for the walk:

Insta360 Camera

Helmet with camera mount

Camera bag

Selfie stick

Extra battery

SD card & adapter

Lens protector

USB cable

Microfibre cloth

No equipment yet? Feel free to contact us.

App & Permissions – Download the OpenSpace App (free on the App Store & Google Play) and sign in with your account. When you open it for the first time, the app will request the following permissions:

WiFi

Bluetooth

Location

Background Location

Download the App – Scan the QR code or tap the link:

Apple App Store

Open in App Store ↗

Google Play Store

Open in Play Store ↗

2

Start the Walkthrough

1 In the app tap + and select 360° Video.
2 Select camera type Insta360 – the app connects automatically via WiFi.
3 The permissions checklist appears: all items must be green before you continue.
4 Enter a name for the walkthrough, select the floor and set the starting point on the floor plan.
5 Tap START CAPTURE – recording begins immediately.

3

Field Notes – Documenting Technical Assets

Field notes are the backbone of the documentation. Each note relates to exactly one technical asset – one individual piece of equipment or unit that should be recorded and documented.

Core principle: One field note = one device / one asset. The note bundles all photos and information for that single item – and forms the basis for the complete technical asset documentation.

How to create a note:

1 During the walkthrough, tap ADD FIELD NOTES – or later click the relevant location in the 360° view.
2 Briefly describe the asset – Write in your own words what you see, for example “Chiller to the left of the entrance” or “AHU in the first-floor server room”. The more specific the description, the better the AI can classify the asset later. Names and descriptions can be added or corrected on a computer at any time. Tip: Voice input is especially fast and reliable – thanks to AI integration, the app can automatically recognise predefined tags.
3 Add tags – Tags are optional but can be very helpful depending on the process, e.g. for condition assessment or to capture a specific situation. Which tags are used is agreed before the walk. If no tagging process was agreed, simply skip this step.
4 Add photos – following the order below as much as possible.

Taking photos

Nameplate

If present, photograph the nameplate in full and in focus. We use it to capture the manufacturer, model, serial number and technical specifications – it is the most valuable starting point for the documentation. If there is no nameplate, that is no problem – simply continue with the next photo.

Overview photo

A photo of the entire asset is important – installation location, surroundings and accessibility should be visible.

Detail photos

Add as many additional photos as you need: connections, labels, special features or visible condition issues. The more detail you capture, the more complete the final documentation will be.

All captured data is reviewed and compiled into structured technical asset documentation.

4

During Capture

Simply walk through the area – the camera automatically captures a 360° image every few seconds and updates your position on the floor plan as you move.

Prepare the floor plan: Walkthroughs should be recorded floor by floor – the app needs a reference for where you are. A simple JPG image is enough; no DWG or CAD drawing is required. If no plans are available, a quick hand sketch or a Google Maps screenshot of the building works just as well.

1 Walk at a normal, steady pace – the camera does the rest.
2 You can create field notes directly during recording via ADD FIELD NOTES.
3 Tap STOP at the end.
4 Working in pairs? If one person carries the camera and another adds field notes in the app at the same time, the distance between them should not become too large – otherwise the location of the notes on the floor plan will no longer be reliable.

5

Upload the Recording

1 After stopping, “Capture Complete” appears – tap UPLOAD VIDEO.
2 The video is first transferred from the camera to the phone – keep the camera connected.
3 Then connect to an internet-enabled Wi-Fi network and complete the upload to the OpenSpace Cloud.

For videos under 10 minutes, mobile upload directly from the app is usually sufficient. Longer recordings are best uploaded via the web dashboard.

Processing time: After upload it typically takes several hours until the recording is fully processed and available in the platform. This is normal – just check back later.

6

View Recordings on the Platform

After upload, the walkthrough is available on the OpenSpace platform (web or app). You can navigate through the 360° recordings and use various views:

1 360° View – Immersive panoramic view with floor plan navigation.
2 Time comparison – Compare two recordings from different points in time side by side and track progress.
3 Field notes – All created notes are visible directly in the platform. Photos, descriptions and tags can be viewed at any time and updated later.