Access control commissioning checklist Workflow

What happens if a door fails one of the commissioning tests?

If the overall Commissioning Result is marked Fail, the record status changes to Rectification and the security technician is assigned a task due in 2 days to record the fault, the fix applied, and the retest result. The workflow waits for this task to be completed before moving forward, so the fault and fix details are saved directly to the record's timeline.

Can this handle a door that fails the retest more than once?

Yes. If the Retest Result comes back as Fail, the workflow loops back to the Rectification Task and reassigns it to the technician for another attempt. This loop repeats until the retest passes, with each fault, fix, and retest result saved to the record so there's a full history of every attempt.

What if the commissioning checklist has an unexpected or blank result?

The routing step checks for Pass, Fail, or any other value entered in the Commissioning Result field, so a job that doesn't clearly land on Pass or Fail still follows a defined path rather than stalling silently. The same logic applies to the retest routing step, which checks the Retest Result field.

Who is responsible for the handover to the customer?

The security technician who performed the commissioning is assigned the Customer Handover Task, due in 1 day once the record status reaches Commissioned. This task records whether the administrator was trained, the user list was set up, credentials were handed over, and the warranty period agreed, all of which the workflow waits for before continuing.

Does the customer need to log in to receive updates or give feedback?

No account is needed. The customer receives the handover summary and the feedback request by email, and can respond directly through those emailed forms.

What does the customer receive after handover?

Once the record status is set to Handed Over, an email is sent to the customer summarizing the doors and controllers, access levels configured, administrator training completed, and the warranty period. Two days later, a short feedback form asking for an overall satisfaction rating and comments is emailed automatically.

Can this workflow be customised for a different number of doors or a different credential type?

Yes. The request form fields, such as Number of Doors, Controllers, and Credential Type, can be edited in the workflow editor, and any step can be adjusted by describing the change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What information is available if we need to check on a job's history later?

Each commissioning job is a record with a reference number, a current status, and a full timeline showing every step from initial submission through rectification, handover, and feedback. Table views and dashboards let a team see records grouped by status, such as Commissioning, Rectification, or Handed Over, and each business should confirm what level of record-keeping meets its own compliance needs.

What if the customer doesn't respond to the feedback request?

The feedback form is emailed two days after handover and the workflow does not wait on the response before continuing, since the record has already reached the Handed Over status by that point. Any feedback submitted is saved as part of the record's activity, giving the team visibility into responses as they come in.

Can photos taken during commissioning be attached to the job record?

Yes, the request form includes a Photos field, so images captured during the commissioning visit are attached to the record when the checklist is first submitted. These stay with the record alongside the test results and other checklist details.