Asbestos removal job intake and scope Workflow

What does this workflow record at each stage of a job?

The record captures the intake form details, the estimator's assessment (removal type, air monitoring need, method, quote amount and validity), the customer's accept or decline decision with comments, scheduling details (removal date, regulator notification made, clearance assessor booked), and completion details (removal completion, waste quantity, disposal receipt and clearance document). Each job also has a status and a timeline showing what happened and when, viewable in table views and dashboards.

Who is involved in progressing a removal job?

An estimator is assigned a task to assess the job and record the removal type, method and quote. Office staff are assigned a task to schedule the removal, log regulator notification and book the clearance assessor, and a removal supervisor is assigned a task to record job completion and clearance documentation. Customers take part through the public request form and emailed forms, without needing an account.

How do we change this workflow if our process differs?

A workspace can describe the change it wants in plain English or edit the workflow's steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This allows the intake, quoting or scheduling steps to be adjusted as internal procedures evolve.

What happens when a customer declines the quote?

When the customer selects Decline on the quote form, the workflow routes the job to a Quote Declined status and saves the decision and any comments to the record. A thank-you email is then sent to the customer, and the job's timeline reflects the decline outcome for later reference.

What happens when a customer accepts the quote?

When the customer selects Accept, their decision and comments are saved to the record and the job status is set to Scheduled. Office staff are then assigned a task to set the removal date, confirm regulator notification and book the clearance assessor, after which the customer is emailed the scheduled removal date.

Can we start using this workflow without a development project?

Yes, this is a ready-to-use template: a workspace can publish it in minutes and begin running live jobs through it straight away. There is no installation or separate development project required before it can be used.

How are customers kept informed during the job?

Customers receive an acknowledgement email with their reference number and advice not to disturb the material, followed by an emailed quote with scope and amount, a removal date notification, and a completion notice confirming removal and clearance. All communication happens through email without customers needing to log into anything.

Who can see the details entered on a job record?

Workspace users, whether admins or members, can view job records, and tasks and approvals are assigned to specific team members such as the estimator, office staff or supervisor. Workspace activity is logged, giving a record of who acted on each task, which businesses can review against their own oversight requirements.

What information does the intake form collect from customers?

The public request form collects the customer's full name, email, mobile number, site address, property type, material, approximate area or quantity, condition, any test results or asbestos report, photos, and access notes. This information is used to create the removal job record and status at the start of the workflow.