Air conditioning installation commissioning checklist Workflow

Why should we automate the commissioning checklist instead of using paper forms or spreadsheets?

A workflow record captures every test result, photo and reading against a reference number with a status and timeline, so nothing is left on a paper form in a van or a disconnected spreadsheet. Failed tests automatically route into a rectification task with a due date, rather than relying on someone to remember to follow up. This makes it easier to see, at a glance, which installations are still open and which have been handed over.

What happens when a commissioning test fails?

The record status changes to Rectification and the technician is assigned a task, due in 2 days, to fix the fault and retest. The fault description, fix applied and retest result entered on that task are saved to the record. If the retest still fails, the workflow loops back to rectification for up to two additional attempts before proceeding.

Who is responsible for each step in this workflow?

The air conditioning technician who submits the original commissioning checklist is also assigned the rectification task and the customer handover task. Both are tasks the workflow waits for, so the record only moves forward once the technician has entered the required details. The customer is involved separately, receiving the handover summary and feedback request by email without needing an account.

What does the customer receive and when?

Once the system is marked as Handed Over, the customer is emailed a summary covering the system, usage, filter cleaning, service interval and warranty period. Two days later, they receive a short feedback form asking for an overall satisfaction rating and any comments or suggestions. Both messages are sent automatically as part of the workflow, with no action needed from staff.

Can we change the checklist questions or task due dates?

Yes, a workspace can describe the change in plain English or edit the workflow steps directly in the workflow editor, and earlier versions are kept. This makes it straightforward to adjust the request form fields, the rectification retry limit, or task due dates as your commissioning process evolves.

How does this compare to tracking commissioning and handover manually?

Manually tracking commissioning results, rectification attempts and handover details across calls, emails and paper often leads to inconsistent records and delayed follow-up. This workflow keeps everything on one record with a visible status and timeline, and automatically moves the record between commissioning, rectification, handover and feedback stages. That structure helps reduce the coordination effort needed to keep each installation moving without relying on individual memory.

What information is kept on the record versus on individual tasks?

Because the rectification and handover tasks are ones the workflow waits for, the fault description, fix applied, retest result, controller demonstration confirmation, service interval and warranty period are all saved directly on the record. This means anyone reviewing the record's timeline can see the full commissioning and handover history, not just what was entered on a single task.

How is the rectification loop limited, and what happens if the fault still isn't resolved?

The workflow allows up to two additional rectification cycles beyond the first attempt, each with its own fault, fix and retest fields saved to the record. This keeps a clear count of attempts within the record's timeline. Businesses should confirm their own process for handling cases that require attention beyond these built-in retry cycles.

Does the workflow support online payments or other integrations for this process?

A workspace can connect Stripe for online payments, though a payment step would need to be added to this workflow for it to take effect. Email and SMS are built in, and can optionally be sent through a workspace's own AWS SES, AWS SNS or Twilio account for the handover summary and feedback request messages.