Door Phone & Entry Communication – Device Register, Function Test and Service Log | Word/PDF/Excel

Intercom and entry communication – unit register, functional inspection, and service log

Intercom & Entry Communication helps housing cooperatives, landlords, and property managers inventory intercom units, document simple actual functional tests, order service, and follow up on completed work with separate post-inspection. The documents use neutral unit IDs; they contain no residents' phone lists, access codes, passwords, or recordings. The package is intended for Swedish property management, not for electrical installation, network security review, or camera surveillance approval.

Quick facts: 7 DOCX files, 7 corresponding searchable A4 PDFs, and 1 XLSX with nine tabs. Total 15 customer files in a ZIP. The content consists of five Swedish work templates, one Swedish user guide, and a separate English User Guide. The five main templates are not translated into English. Version 1.0, Swedish legal sources reviewed November 6, 2026.

Who is the template suitable for?

Housing cooperative: The board wants an overview of intercoms at every entrance and traceable management of broken buttons or missing doorbells. Landlord: A property manager must document fault reports and the contracted provider's actually performed service. Technical property manager: A system with a camera or app connection needs to be inventoried with questions about actual image/audio handling, without maintaining a residents' register in a shared spreadsheet.

Do not choose this package as the main document for tags and access permissions, encryption keys, door codes, electrical installation work, technical inspection reports, or legal assessment of camera surveillance permissions. Camera functionality and audio recording cannot be assumed to be permitted simply because the intercom itself exists.

Complete file list

Editability: Word files can be edited in a compatible word processor. The PDF versions are searchable and suitable for printing but lack fillable digital PDF form fields. Excel requires a program that supports XLSX and formulas. We have not tested every individual program version or platform.

The Excel tool – nine tabs and 709 formulas

The tabs are Overview, Units, Inspections, Deviations, Service Orders, Completions, Post-Inspections, Privacy, and Read Me. The seven register tabs each have 100 empty rows, status options, and an ID check column. The overview shows separate counters for, for example, registered units, open deviations, ordered service orders, actually receipted completions, post-inspections, and open data protection issues. The workbook contains 709 formulas and seven data validations.

Functional test: two different unit IDs were correctly counted as two, and a third identical ID was marked as DUPLICATE. All test entries have been cleared; the new customer file shows zero in the overview. No formula makes a legal permissibility assessment, an electrical safety certificate, or a technical security test.

Workflow – from inventory to completion

1. Inventory: Enter the property, entry ID, and unit ID. Confirm the provider, model, and who is responsible for service.
2. Define scope: Determine what a visual and normal user functional test may cover. Do not openly note unverified camera functions.
3. Test safely: Perform only a permitted test with a test account and without recording residents' conversations, images, phone numbers, or codes.
4. Report faults: Describe what actually happened, the limitations of the inspection, and any immediate protective measures.
5. Order: Give an authorized service provider a separate service order ID, but do not mark work as completed before it is actually receipted.
6. Post-inspect: Perform a separate functional test and document the result. Continued unknown information and deficiencies are left open.

Legal and technical boundaries

Electrical safety: The Electrical Safety Act (2016:732), Section 6 regulates the owner's ongoing inspection of high-voltage installations and how work must be performed safely. The Swedish Electrical Safety Authority's guidance on ELSÄK-FS 2022:3 describes risk-adapted routines. Whether and to what extent an intercom is subject to these requirements depends on the actual installation and liability arrangements. The template is not an instruction for electrical work.

Camera and audio: IMY's guidance for housing cooperatives and landlords highlights specific privacy risks with camera surveillance in multi-family buildings and states that audio recording is generally not permitted either. A temporary intercom call is not automatically the same as continuous camera surveillance; actual image/audio handling, personal data processing, legal basis, and information must be assessed separately. The document does not approve recording.

Maintenance: The Planning and Building Act (2010:900), Chapter 8, Section 14 contains provisions on the maintenance of buildings. The concrete application to a specific entry installation needs to be assessed separately.

Difference from related documents

If the main need concerns permissions, access badges, and revocation, Access Systems & Access Badges is more relevant. If you need general fault reporting in a property, Fault Reporting & Property Case Management is available. The intercom package instead focuses on the communication unit, actual functionality, service, and post-inspection without an access register.

Frequently asked questions

Can a housing cooperative use the documents for intercoms?

Yes, for administrative inventory, visual functional inspection, and service follow-up. The unit and the actual installation need to be assessed by relevant technical competence when work or inspection is required.

Can we record audio or video because the intercom has a camera?

Not on the basis of the template. Camera surveillance and recording require a separate legal analysis of the actual use, necessity, and the privacy of the recorded persons. IMY's current guidance must be followed.

Can we enter residents' phone numbers or door codes in Excel?

No, the workbook is intended for neutral unit, inspection, and order IDs and has no such default columns. Confidential information and residents' contact details should be handled in suitable separate, access-protected systems after a needs assessment.

Is a marked service order the same as a passed functional test?

No. Ordering, completion receipt, and actual post-inspection are registered separately. Untested is not passed.

Are all Word templates in English?

No. The five Swedish work templates and Swedish guide are available as DOCX/PDF. A separate English User Guide describes the use of the Swedish templates.

Do the PDF files contain digital form fields?

No. They are searchable A4 PDFs for reading and printing. The included DOCX files are used for editing.

Version, sources, and quality boundary

Version 1.0 · November 6, 2026 · Sweden. Product content and the linked official legal sources have been checked with AI assistance. No independent external legal review, electrical inspection, IT security certification, camera permission, or general guarantee of legal compliance is included. The ZIP file is manually linked to Shopify Digital Products only after the product owner chooses to activate the sale.