Since the beginning of 2025, Lumiform has been supporting EDEKA Nord in digitizing their quality management processes in retail. What began as a pilot project has since developed into a success story, as more than 40 independent EDEKA stores are already using our digital solution for inspections, audits, and documentation.
In this article, three EDEKA partners share their practical experiences: Andre Heisig from QM consulting, who oversees 116 stores; Erich Arndt, authorized officer of six EDEKA Hayunga stores in Elmshorn and Norderstedt; and Jannik Hörnke, commercial manager of the Sven Krause individual store on Fehmarn.
Heisig, Arndt, and Hörnke provide insight into how Lumiform has changed their daily work in food retail. Their reports show how the digital transformation with Lumiform in retail makes workflows more efficient, saves resources, and simplifies documentation: both for large store networks and for independent stores.
At the end of the day, thanks to Lumiform, we spend less time on paperwork and more time on what really matters: our business and our customers.
Lumiform vs. traditionelle Prozesse im Einzelhandel
| With Lumiform | With pen and paper | |
|---|---|---|
| Authority inspections | Less than 1 hour through direct filtering by area and time period | 4-5 hours duration with extensive folder searching |
| Form changes | One-time central change, immediately available on all devices | Creation, printing, and distribution to each store individually |
| Documentation process | Direct entry on MDE device, automatic saving | Print forms, fill out, file, archive |
| Material consumption | No more consumables needed | 600-1500 sheets per store and year, plus printer cartridges |
| Archiving | Automatic digital archiving with easy access | Physical storage in folders for prescribed time periods |
| Communication | Direct forwarding of reports with photos to responsible departments | Separate emails or phone calls for anomalies |
How the implementation succeeded
When we learned that Lumiform runs on the MDE device and doesn’t require any additional hardware, the decision was practically made.
Quality processes within retail are still primarily handled with pen and paper. From HACCP checks to cleaning documentation or goods receipt inspections, daily checks create enormous paperwork that fills countless folders and shelves, potentially causing confusion in daily operations and during inspections.
Both the quality management team and the stores realized that EDEKA Nord could improve procedures and make processes more efficient with modern methods: less paper, fewer folders, and fewer manual processes should provide better clarity.
As a quality management consultant for EDEKA Nord, Andre Heisig searched for a digital solution to reduce paperwork in stores. After evaluating various providers for digital audits and inspections, the decision was made to use Lumiform as an intuitive, versatile, and configurable tool.
The use of Lumiform is recommended by Heisig for individual stores, yet using the software remains voluntary. To make getting started as easy as possible, Heisig digitized the most important standard forms with the Lumiform team and ensured integration on all MDE devices already in use in all stores.
“We have already integrated the most important forms in Lumiform, and the rest will follow soon,” reports Heisig. The already digitized forms include these core elements of the EDEKA quality management handbook:
- Cleaning documentation
- Goods receipt inspections
- Temperature lists
This combination of prepared content and seamless technical integration significantly accelerated the onboarding process for individual stores, and now 40 EDEKA Nord locations are using Lumiform and the provided templates for their quality assurance.
Owner Sven Krause, whose goal was to digitize as many paper-based processes as possible, was immediately convinced: “When we learned that Lumiform runs on the MDE device and requires no additional hardware, the decision was practically made,” recalls Hörnke. The store was able to start immediately with the standard processes, without having to create their own forms and without investing in additional hardware.
Implementation of Lumiform in retail
EDEKA Sven Krause adapted to the new system particularly quickly: “In everyday operations, we were practically using it after just ten minutes,” reports Hörnke. The first weeks primarily served as a familiarization period. After this brief orientation phase, they made the complete transition and “paper lists were immediately banned,” as Hörnke recalls.
For Arndt, as authorized officer of six stores, the introduction was naturally more complex. After about two weeks, he had set up the system to his satisfaction and could then start implementing it in the first branch: “The very first store started working with it after four days,” he reports.
Even though Arndt had to learn the software to properly represent the organizational structure of the Hayunga stores, he immediately noticed how user-friendly the software is, especially for the end users in the store: “When you look at the Form builder as a manager for the first time, you need to familiarize yourself with all the functions,” explains Arndt, “but the finished form on the device is incredibly intuitive for employees: It guides them step by step through the process, they just need to follow the instructions.”
The training period was therefore consistently short, as instead of lengthy theoretical introductions, the stores relied on practical learning-by-doing. “After less than a week, everyone had fully understood the system,” emphasizes Hörnke. “You don’t need to conduct extensive training, because Lumiform is really self-explanatory.”
Even skeptical employees quickly adapted to the system and now understand it as making their work easier rather than an additional burden.
As an administrator, Arndt also always has an overview and can see when there are overdue actions: “No matter where I am, I can immediately access any store and provide support if there are questions or problems.”
After less than a week, everyone had fully understood the system. You don’t need to conduct extensive training, because Lumiform is really self-explanatory.
Lumiform in daily store operations
Lumiform has quickly integrated into the daily work routine in participating stores – and proven its value. Since the most important forms are now always readily available on the MDE device, no forms need to be printed, searched for, or filed; Lumiform is always immediately at hand and results in significant time savings in day-to-day business.
Particularly appreciated is the intelligent logic that Heisig has integrated into many forms. During goods receipt inspection, for example, the system automatically provides warnings when temperature limits are exceeded: “When a temperature that’s too high is entered, the system alerts employees to the problem and automatically creates follow-up actions.” This support is especially valuable for trainees or new employees who don’t yet know all the temperature limits by heart.
Special forms that simplify communication between the autonomous stores and the QM team are also valuable. “We created a form that’s configured to be sent directly by email to our department upon completion,” explains Heisig. “For example, for product defect reports in fruits and vegetables. The store takes a photo, fills out the form, and all relevant information reaches us without having to write separate emails.”
Such automated communication not only saves time but also improves traceability, while the stores continue to have completely autonomous accounts. The merchant maintains control while collaboration becomes significantly more efficient.
Beyond the QM standard processes, the individual extensions of the various stores demonstrate the versatility of the system and its application possibilities. In addition to the pre-installed QM standard templates, individual stores can easily build their own forms. The EDEKA store Sven Krause, for example, has developed its own forms for production lists of salads and the salad bar. “We created a list where our employees record what they produced, on which date, and how long it stays fresh,” reports Hörnke.
Arndt has created special disinfection lists for his stores, and Heisig happily reports on other creative applications he has observed in various stores: “One store uses Lumiform to check outdoor areas, documenting the sweeping of the parking lot and the inspection of trash bins.”
The practical use of the app in the daily routine benefits from the mobility of the system. Data is recorded directly at the location, whether at goods receiving, in refrigeration, or at the salad counter. The signature and photo function is used in almost all forms: “In every task, we ask for a signature so that responsibilities can be ensured with a signature,” explains Hörnke. Particularly practical for complaints: defective products can be photographed and forwarded directly with the form.
All store data remains secure: Lumiform stores all information exclusively in German data centers and complies with strict European data protection requirements.
Mastering authority and quality controls with Lumiform
The mobility of the system is not only relevant for daily store operations but also facilitates the process of official inspections. During examinations by food safety authorities, organic certification, or QM controls, a particularly clear difference between traditional paper filing and digital documentation becomes apparent.
“Before Lumiform, authority inspections were always associated with a lot of stress,” recalls Hörnke. “You would stand with the inspector in the office and had to search through one folder after another.”
With the digital solution, the process has fundamentally changed: “The organic certification was the most relaxed inspection I’ve ever had,” Hörnke explains happily. “I could simply filter by time period or category, and all the required documentation was immediately at hand.”
The professional impression made on external inspectors is another positive side effect. “The inspectors are really impressed by Lumiform and the data collected,” reports Heisig. The clear presentation of documentation and the ability to immediately access photos and digital signatures when needed convey an image of thoroughness and modern management.
Even inspections scheduled on short notice become child’s play: “Everything is directly accessible; no more panic that some documents might be missing.”
You no longer need to search for papers and fetch folders. The checklist is always in your pocket on the MDE device.
How EDEKA Nord saves resources with Lumiform
Time and material savings were highlighted by all interview partners, but what concrete savings does digitization with Lumiform actually bring?
“With six stores and 52 weeks each, we’re talking about around 600-1500 sheets per store and year,” Arndt calculates. “That adds up to quite a bit.” Then there are the savings on printer cartridges, copying costs, and archiving materials.
“The cost factor of paper is enormous,” confirms Hörnke. “Just the folders, printing, copying, and filing – it all adds up.” The space gained through fewer file folders is also noticeable in the often limited office spaces.
The time savings are even more significant. For authority inspections, the stores report 50-60% less time spent. Daily documentation creation and management is also considerably accelerated. “Time is money, every merchant knows that,” emphasizes Arndt. “You no longer need to search for papers and fetch folders, because the checklist is always in your pocket on the MDE device.”
Another decisive advantage becomes apparent with form changes. “When I used to have to change a form, I did it on the computer, had to print it for each store, file it, and drive there,” recalls Arndt. “Now I change it once in the system, and it’s immediately updated on all devices.”
In summary, the greatest gains from implementing Lumiform for the EDEKA partners can be summarized in five key points:
- Time savings: In all processes from preparation to daily documentation to authority inspections
- Paper savings: Significant reduction in material consumption and archiving needs
- Flexibility: Quick adaptation of forms and immediate availability on all devices
- Professionalism: Structured documentation ensures smooth controls
- Mobility: Location-independent access to all documents, no more searching for papers
Such savings add up to significant amounts over the course of a year and create free space that allows staff to engage in more value-adding activities: “At the end of the day, thanks to Lumiform, we spend less time on paperwork and more time on what really matters: our business and our customers,” summarizes Hörnke.
3 Practical tips for getting started
As enthusiastic Lumiform users, Heisig, Arndt, and Hörnke see great value in switching to a digital system like Lumiform. Here are some valuable tips for successfully getting started with digital quality assurance:
- Start with standard forms: “New users should start with the existing EDEKA forms,” recommends Arndt. “They’re tried and tested, work immediately, and are set up in compliance with legal requirements.” Afterward, stores can try their hand at the Form builder and create their first custom checklists.
- Demonstrate practically instead of explaining theoretically: Lumiform’s intuitive user interface is frequently highlighted and makes lengthy training sessions unnecessary. Learning by doing is the best approach.
- Clearly define responsibilities: Especially for multi-store operations, Arndt recommends a clear structure: “From the beginning, define who is allowed to make changes and who only fills out forms.”
Outlook
All three EDEKA partners draw a positive conclusion about their experience with Lumiform during the interviews. The significant time and material savings, simplified authority inspections, and improved traceability have exceeded initial expectations.
While Heisig continues to work on digitizing all QM forms, the stores are constantly developing new areas of application for the system. “The next step for us is integrating task management,” explains Arndt.
With each new form and process improvement, the participating EDEKA stores move further away from paper-based processes and demonstrate how pragmatic digitization can work in retail.
Book a personal demo with our team now and learn firsthand how Lumiform can be tailored specifically to the requirements of your store.
We would like to sincerely thank Andre Heisig, Erich Arndt, and Jannik Hörnke and EDEKA Nord for their time and valuable insights into their experiences with Lumiform.