Workflow Template
Asbestos risk / presence screening Workflow
Screens a job site for asbestos risk before disturbing building materials, captures worker/customer/site data, records the screening result, and — where asbestos is detected or presumed — stops work, engages controls and a licensed removalist, tracks clearance testing, and notifies the customer when the area is cleared to resume.
Without a consistent screening step, crews can start disturbing materials before anyone has confirmed whether asbestos is present, leaving supervisors to chase paperwork after the fact instead of before the drill goes in. This workflow captures the screening form, routes the record based on the result, and — when asbestos is detected or presumed — stops work, notifies the worker and customer, and tracks controls, removalist details, and clearance testing on the record. The result is a clear, timestamped trail from screening to clearance that the team can point to instead of relying on memory or scattered emails.
Business Outcomes
- Reduces the chance of work starting on asbestos-affected materials before screening is complete
- Speeds up communication to workers and customers when work needs to pause
- Keeps controls, removalist, and clearance details in one record instead of separate files
- Supports faster re-checks when clearance testing doesn't pass the first time
- Gives supervisors a clear task list so nothing waits on someone remembering a follow-up
Workflow Steps
Steps
- 1Create screening recordcreate record
Registers the submitted screening form as an asbestos_screening record.
- 2Set status to Screenedupdate record
Sets the screening status to Screened once the form is submitted.
- 3Route on screening result
Branches the workflow based on whether asbestos was detected, not detected, or presumed.
screening_result: "Not detected"→Set status to Clear to Proceedscreening_result: "Asbestos detected"→Set status to Work Stoppedscreening_result: "Not tested - presume asbestos"→Set status to Work StoppedDefault→Set status to Work Stopped - 4Set status to Clear to Proceedupdate record
Updates the record status to Clear to Proceed when no asbestos was detected.
- 5Email worker: clear to proceedsend email
Notifies the worker that the material was not detected as asbestos and work can go ahead.
- 6Set status to Work Stoppedupdate record
Updates the record status to Work Stopped when asbestos is detected or presumed.
- 7Email worker: do not disturb materialsend email
Instructs the worker not to disturb the material because asbestos is present or presumed.
- 8Email customer: work pausedsend email
Notifies the customer that asbestos is present or presumed and work is paused until it is safely managed.
- 9Task: record controls and removalistcreate task
Assigns the supervisor a task due in 1 day to record controls in place, the licensed removalist engaged, and the removal date.
- 10Save removal details to recordupdate record
Persists the controls, removalist, and removal date captured by the supervisor onto the record.
- 11Task: record clearance resultcreate task
Assigns the supervisor a task with no due date to record the clearance result after removal and upload the clearance document.
- 12Save clearance details to recordupdate record
Persists the clearance result and clearance document captured by the supervisor onto the record.
- 13Route on clearance result
Branches based on whether clearance was received or the area was not cleared.
clearance_result: "Clearance received"→Set status to Clearedclearance_result: "Not cleared"→Send back to supervisor for re-clearanceDefault→Send back to supervisor for re-clearance - 14Send back to supervisor for re-clearancerestart from step
Restarts the clearance check task for the supervisor when the area was not cleared, up to 2 additional times.
- 15Set status to Clearedupdate record
Updates the record status to Cleared once clearance is received.
- 16Email customer: cleared to resumesend email
Notifies the customer that the area has been cleared and work can resume.
Fields
- Worker Name*
- Worker Email*
- Customer Name*
- Customer Email*
- Customer Mobile*
- Site Address*
- +15 more fields
Forms
Asbestos Risk & Presence Screening
15 fields
Data Views
Asbestos Screenings Overview
customer_name, site_address, building_age, screening_result +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if the screening result comes back as 'presumed' rather than confirmed asbestos?
The workflow treats 'Not tested - presume asbestos' the same way as a confirmed detection: it sets the record status to Work Stopped, emails the worker not to disturb the material, and notifies the customer that work is paused. This means the same controls and removalist engagement steps apply whether asbestos is confirmed or only presumed, so the team doesn't need a separate process for uncertain results.
Can this handle a site where clearance testing fails the first time?
Yes. If the clearance result comes back as 'Not cleared', the workflow sends the task back to the supervisor for re-clearance, and this can repeat up to two additional times. Each attempt records its own clearance result and clearance document on the record, so the timeline shows every round of testing.
Who is responsible for recording the controls and removalist details?
A supervisor is assigned a task, due in one day, to record the controls put in place, the licensed removalist engaged, and the removal date. The workflow waits for this task to be completed before saving those details to the record, so work stays flagged as stopped until this information is captured.
What if the customer needs to see the clearance document?
The clearance document is captured by the supervisor during the clearance task and saved to the record. Once clearance is received, the customer is emailed to say the area is cleared and work can resume, keeping them informed without needing to log into anything.
Can we customise the screening form or add extra questions?
Yes. Workflows can be changed by describing the change in plain English or by editing steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed later. This makes it straightforward to add fields to the request form or adjust routing logic as site requirements change.
What if a worker or customer doesn't have an account on the platform?
They don't need one. Workers and customers take part through a public request form and through forms emailed to them, and all screening, controls, and clearance emails are sent directly to the addresses provided on the record.
How does the workflow know whether work can go ahead straight away?
The routing step checks the Screening Result field: if it's 'Not detected', the record status is set to Clear to Proceed and the worker is emailed straight away that work can go ahead. Any other result routes the record down the Work Stopped path instead.
What if a job needs more than three clearance attempts?
The workflow is built to send the record back to the supervisor for re-clearance up to two additional times after the first attempt. If a site consistently needs more rounds than this, the workflow steps can be adjusted in the editor to change how many re-clearance cycles are allowed.
What gets recorded if the removal date or removalist changes later on?
The controls, licensed removalist, and removal date entered by the supervisor are saved onto the record as soon as that task is completed, and the record's timeline logs what happened at each stage. Each business should confirm its own record-keeping obligations for tracking any later changes to these details.
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