Recommendations for the Operator after Heat Pump Installation

Recommendations for the Operator

after Installation of a Heat Pump

1. Regular Inspection & Maintenance (Operator's Obligation)

The operator should have an inspection/maintenance performed at least once a year by a specialist trained by the manufacturer and – if possible – conclude a maintenance contract. The ideal time for an inspection is before the heating season (summer/autumn). This regular maintenance reduces failures and increases service life.

2. Fault Reporting Only via Official Channels

Please report faults and complaints only via the official channels specified by the installer / manufacturer (e.g., service email, support form). Reports via private channels or interventions by third parties can jeopardize warranty claims.

3. Permitted Interventions: What Only Qualified Personnel May Do (No Self-Repairs!)

Work on refrigerant circuit, electrical connection, leak testing, heating system filling with special additives and replacement of safety parts may only be carried out by qualified personnel. Manufacturers require that maintenance and repair be performed by certified technicians. As an operator: do not work on such parts yourself and do not commission external companies without consultation.

4. Water Quality, Magnetite/Sludge Separators and Filters (Ongoing Control by Operator)

• Have the heating water documented upon handover.

• Regularly check and clean (e.g., every 3–6 months) magnetite separators / sludge collectors and fine filters; fully clogged separators lead to flow problems and failures.

• If the system contains a lot of old material (magnetite, sludge particles), commission flushing or cleaning according to the installer's recommendations.

5. Use of Original Spare Parts and Recommended Cleaning Agents

Use only spare parts and cleaning agents recommended by the manufacturer (e.g., commercially available heating system cleaners recommended by the installer). Unsuitable agents or parts can cause damage and loss of warranty.

6. Check Pressure, Expansion Vessel and Venting (Operator Checks)

As an operator, you should check the system pressure at short intervals (monthly / after season change) and observe visible venting on radiators or the system.

7. Operating Modes & Settings Use Correctly

• Follow the operating instructions: recommended flow temperatures, night/vacation mode, frost protection functions.

• Avoid unnecessary frequent switching on/off (short-cycling) — this shortens service life.

• Have the installer instruct you in the operation of the controller (parameters, maintenance messages, emergency shutdown).

8. Prevention of Freezing / Frost Protection

Ensure that frost protection functions are active (for outdoor installation) and that the system is put into a safe maintenance mode during longer absences. Regular checking of the environment (keeping supply air clear, no ice/leaves directly on the outdoor unit) is important.

9. When Operator Should Act Immediately (Alarm/Error Messages)

Contact the service immediately in case of:

• Error message with permanent alarm,
• visible leak, pressure drop,
• severe performance drop (e.g., significantly reduced flow),
• recurring sludge collector blockages.

Report these incidents via the official service channel and document date/time.

Brief Checklist for the Operator (for Posting / Handover)

• Schedule annual maintenance (recommended before heating season).
• Check magnetite separator / sludge collector (initially monthly, later 3-6 months).
• Check pressure & venting (monthly / as needed).
• Only commission authorized specialist for interventions/refrigerant contact
• Report complaints ONLY via official channels.