Quality management software for public institutions and educational organizations
Quality management software for public institutions and educational organizations
A quality management system that reduces the administrative and training burden
More than 1,000 customers rely on roXtra, a quality management system that streamlines day-to-day operations—whether in public administration, educational institutions, or funding organizations. Make room for what really matters: transparent processes, legally sound decisions, and consistent quality.
Why roXtra?
For more than 25 years, we have been helping organizations implement their quality management systems, including public institutions and educational organizations. We speak your language, understand your core needs, and reliably map out even complex organizational and governance structures. And we can scale our services to meet your needs at any time.
Audit-ready for any inspection
Meet requirements such as AZAV, ISO 9001, or ISO 21001 with confidence and without stress. All relevant information is centrally available and can be easily accessed at any time for inspections, audits, and certifications.
Significantly reduce administrative burden
Structured processes and centralized documentation reduce the need for coordination and manual work. This frees up time for your core responsibilities in day-to-day administrative and educational operations.
Clear processes instead of coordination chaos
All employees work in accordance with approved and up-to-date guidelines, operating procedures, and development plans. Responsibilities are clearly defined and changes are documented in a traceable manner—ensuring transparency and reliable processes.
High IT Security & Compliance
Your data is in good hands with us. roXtra’s cloud solution is GDPR-compliant and meets all requirements of the IT Security Act. This allows you to maintain control and comply with both internal and external security standards.
Full transparency
Keep track of documents, processes, and responsibilities at all times. With roXtra, even complex structures are easy to manage—for example, when dealing with multiple locations, facilities, or departments.
All in one system
roXtra combines document control, process management, risk management, audits, and corrective actions into a single tool—with a unified interface and a transparent permissions model. This makes workflows significantly simpler, clearer, and more efficient for all users.
AI Support with roXi: Less Effort, Faster Results
Our platform is a forward-looking solution that is continuously being developed. The integration of AI features helps you—if desired—to automate processes, perform intelligent document searches, and optimize workflows.
Schedule an appointment online now
Before we go on and on about it, we’d rather give you a firsthand look. In a free, no-obligation online presentation, we’ll introduce you to roXtra—and show you how it can make your day-to-day work easier.
Schedule an appointment online now
Before we go on and on about it, we’d rather give you a firsthand look. In a free, no-obligation online presentation, we’ll introduce you to roXtra—and show you how it can make your day-to-day work easier.
With these roXtra solutions, you’ll have your quality management firmly under control
Simple, digital document management
With roXtra, you can keep your quality management documentation securely under control—from work instructions and guidelines to policies, forms, and checklists. Versioning, approvals, and validity dates are managed digitally and are fully traceable. This ensures that everyone is always working with the most up-to-date content.
Changes can be managed in a structured manner and communicated transparently across all locations and departments. Follow-ups and reminders ensure that content is regularly reviewed and kept up to date—providing maximum assurance during audits and in day-to-day operations.
- Audit-proof version control and centralized storage of all documents
- Clear approval and validity processes
- Audit trail and traceability of all changes
- Clear responsibilities for documents and content
- Support for key transparency and quality assurance requirements, such as those specified in ISO 9001 and ISO 21001
Clear workflows and less effort with roXtra Processes
With roXtra, you can map your processes exactly as they are carried out in practice. Workflows are documented consistently, responsibilities are clearly defined, and changes are managed in a traceable manner. This creates transparency in day-to-day operations and ensures reliability during audits, inspections, and evaluations.
Processes can be controlled digitally and automated as needed. This reduces errors, shortens processing times, and ensures that all processes comply with standards—without the need for additional standalone solutions.
- Simple, digital processing of procedures such as approvals, applications, complaints, etc.
- Graphical Process Modeling with BPMN 2.0
- Integration with ERP/CRM/Office
- Electronic forms & automated workflows
- Fully digital process chains – across multiple locations
New: AI Process Generator
Our AI generates fully functional BPMN processes at the click of a button. Describe your workflow or enter an existing process description, and roXi will generate logical workflows, including fields and roles.
Successfully Managing Risks, Audits, and Measures
Risk management that provides clarity
Using a centralized tool, you can identify and assess all relevant risks and develop appropriate measures based on them.
- Early identification of process, quality, and organizational risks
- Coverage of quality, compliance, and data protection risks
- Transparent assessment and prioritization of risks
- Direct derivation of opportunities and actions from the risk management system
Plan measures easily and implement them sustainably
Clearly assign tasks, set deadlines, and track progress in real time.
- Centralized tracking and management of all measures
- Generating actions directly from the Processes/Risks/Audits modules
- Automatic validity checks, reports (Excel/Word/PDF), and comprehensive documentation
- Assign responsibilities transparently
Is your next audit coming up? No problem.
roXtra makes your audit management clear and simple, so you're always prepared for audits.
- Compliant with ISO 9001, ISO 21001, AZAV, and many others
- Centralized and audit-proof audit documentation
- Complete audit trails
- Direct implementation of measures
- Can be performed remotely or offline
With these roXtra solutions, you’ll have your quality management firmly under control
Simple, digital document management
With roXtra, you can keep your quality management documentation securely under control—from work instructions and guidelines to policies, forms, and checklists. Versioning, approvals, and validity dates are managed digitally and are fully traceable. This ensures that everyone is always working with the most up-to-date content.
Changes can be managed in a structured manner and communicated transparently across all locations and departments. Follow-ups and reminders ensure that content is regularly reviewed and kept up to date—providing maximum assurance during audits and in day-to-day operations.
✔️ Audit-proof versioning and centralized storage of all documents
✔️ Clear approval and validity processes
✔️ Audit trail and traceability of all changes
✔️ Clear responsibilities for documents and content
✔️ Support for key transparency and quality assurance requirements, such as those specified in ISO 9001 and ISO 21001
Clear workflows and less effort with roXtra Processes
With roXtra, you can map your processes exactly as they are carried out in practice. Workflows are documented consistently, responsibilities are clearly defined, and changes are managed in a traceable manner. This creates transparency in day-to-day operations and ensures reliability during audits, inspections, and evaluations.
Processes can be controlled digitally and automated as needed. This reduces errors, shortens processing times, and ensures that all processes comply with standards—without the need for additional standalone solutions.
✔️ Simple, digital handling of processes such as approvals, applications, complaints, etc.
✔️ Graphical process modeling with BPMN 2.0
✔️ Integration with ERP/CRM/Office
✔️ Electronic forms & automated workflows
✔️ Fully digital process chains – across multiple locations
New: AI Process Generator
Our AI generates complete BPMN processes at the click of a button. Describe your workflow or enter an existing process description, and roXi will generate logical workflows, including fields and roles.
Successfully Managing Risks, Audits, and Measures
Risk management that provides clarity
Using a centralized tool, you can identify and assess all risks relevant to the clinic and develop appropriate measures based on your findings.
✔️ Early identification of process, quality, and organizational risks
✔️ Coverage of quality, compliance, and data protection risks
✔️ Transparent assessment and prioritization of risks
✔️ Direct identification of opportunities and actions based on the risk management system
Plan measures easily and implement them sustainably
Clearly assign tasks, set deadlines, and track progress in real time.
✔️ Centralized recording and management of all actions
✔️ Creation of actions directly from the Processes/Risks/Audits modules
✔️ Automatic effectiveness checks, reports (Excel/Word/PDF), and comprehensive documentation
✔️ Transparent assignment of responsibilities
Is your next audit coming up? No problem.
roXtra makes your audit management clear and simple, so you're always prepared for audits.
✔️ Audit-ready in accordance with ISO 9001, ISO 21001, AZAV, and many more.
✔️ Centralized and audit-proof documentation
✔️ Complete audit trails
✔️ Direct derivation of corrective actions
✔️ Can be performed remotely and offline
Find out more about the AI possibilities in roXtra
roXtra opens up new possibilities for you: Thanks to our intelligent assistant roXi, you can find exactly the information you need in no time. Or use the AI Hub and an API interface to easily and securely integrate your own AI systems into roXtra—always up to date and always compliant with data protection regulations. Our team would be happy to show you in a personalized online session how you can take your quality management to the next level by leveraging artificial intelligence in roXtra.
Customer Reviews and Experiences with roXtra
Customer Stories
Answers to your most important questions
What quality standards and requirements does roXtra support in the public and education sectors?
roXtra supports all standard and industry-specific quality management requirements, including ISO 9001, ISO 21001, and industry-specific guidelines such as AZAV.
In addition, internal policies, legal requirements, and organization-specific standards can also be easily incorporated. This ensures that your quality management system is not only compliant on paper but also functions reliably in day-to-day operations and stands up to scrutiny during audits.
How does roXtra help ensure that audits and inspections are passed successfully?
With roXtra, you’re always ready for an audit. All relevant information—such as documents, processes, approvals, and changes—is stored centrally and can be fully traced.
For you, this means less stress during preparation, no need to hunt for documents, and clear evidence at the click of a button. This allows you to approach audits, inspections, and certifications with much greater peace of mind.
How exactly does roXtra support day-to-day operations in administration and education?
Above all, roXtra does one thing: it reduces the effort required for coordination and provides a clearer overview.
Documents, processes, responsibilities, and actions are managed centrally. All employees have access to up-to-date information and know exactly what needs to be done. This reduces the need for follow-up questions, prevents errors, and establishes clear workflows—even in complex structures or across multiple locations.
For which organizations in the public and education sectors is roXtra suitable?
roXtra is suitable for a wide range of organizations: from public administrations and government agencies to educational institutions, school and university systems, and organizations with multiple locations or hierarchical levels. The software can be flexibly adapted to complex structures.
Organizations that operate across multiple locations, have extensive documentation and compliance requirements, or wish to make their processes more transparent and efficient stand to benefit the most.
How complex is the implementation of roXtra?
The rollout of roXtra is phased and practical. Companies can start with individual modules and expand the solution as needed. roXtra supports you throughout the implementation process and ensures that the solution quickly delivers value—without the need for complex or high-risk IT projects.
Why getting started with us is so easy:
- A phased rollout instead of a years-long quality management project
- Ready to go with tried-and-tested QM templates—no need for a months-long planning phase
- Guided tour & personal contact person
- Practical support instead of waiting on hold
- Minimal IT effort, no programming required
- First usable results early in the project
Is roXtra also suitable for employees without quality management experience?
Yes, absolutely. roXtra is designed so that even employees without in-depth QM expertise can get started quickly.
The interface is intuitive and designed to support day-to-day work. At the same time, clear processes and structures ensure that everyone can easily find their way around, regardless of their experience in quality management.
Where is the roXtra QM system hosted?
As a customer, you decide whether you want to use the roXtra QM software as Software-as-a-Service (SaaS) or hosted locally at your site (on-premise). The software itself is developed and hosted in Germany. You can find all the information about your usage options here.
Regardless of which model you choose, security is our top priority: with regular penetration tests (pentests) and security checks, we guarantee the protection of your data and aim to meet the highest security standards.
Is hosting your SaaS solution in accordance with the C5 standard of the Federal Office for Information Security (BSI) relevant to you?Contact us to learn more.
How does roXtra differ from traditional document management systems or standalone solutions?
roXtra goes beyond simple document management. It allows you to manage not only content, but also processes, risks, audits, and corrective actions—all within a single centralized system.
This helps you avoid siloed systems, duplicate data entry, and data inconsistencies. Instead, you’ll create seamless workflows that truly support your quality management on a day-to-day basis.
Why roXtra?
Over 25 years of experience
User-friendly and intuitive to use
Modular design, all in one system
Mapping complex structures with ease
Schedule an appointment online
We’ll show you roXtra—free of charge and with no obligation
Take a hands-on look at our system and visit
to find out if roXtra is the right software for your quality management needs.
Would you prefer to send us an inquiry? Then you've come to the right place.