Ceiling repair / sagging ceiling assessment Workflow

Why should we automate ceiling assessments instead of managing them by phone and email?

Handling ceiling assessments manually means status updates, quote approvals and safety warnings depend on someone remembering to follow up. This workflow captures the assessment, routes tasks to the plasterer and estimator, and sends customer communications automatically, so nothing sits waiting on a phone call. Each job's progress is visible in the record's status and timeline, which reduces the chance of a high-risk case being overlooked.

What happens when a ceiling is assessed as high risk of collapse?

When the plasterer records the risk as High, the workflow sets the status to Unsafe, texts the customer to keep everyone out of the affected rooms, and assigns the plasterer a task due within one day to record the temporary propping or removal work. This sequence is designed to trigger a fast safety response before the job moves on to quoting.

How does the quoting and approval step work?

Once the estimator records the quote amount and scope of works, the record status is set to Quote Sent and the customer is emailed the cause, recommended repair, scope of works and quote amount. The workflow then waits for the customer to reply Accept or Decline, along with any comments, and routes the job accordingly.

What happens if the customer declines the quote?

If the customer declines, the status is set to Declined and the workflow checks the original risk level recorded during the assessment. Where the risk was High, the decline email includes a reminder not to use the affected rooms; otherwise, the customer simply receives a thank-you message for considering the quote.

Who is responsible for each task in this workflow?

The plasterer handles the on-site assessment, any temporary propping or removal work, and the final repair with photos. The estimator is assigned the task of preparing the repair quote, including the amount and scope of works. Tasks are assigned to workspace members and the workflow waits for each one to be completed before moving to the next step.

Can this workflow be customised for our own process?

Yes, a workspace can adjust the workflow by describing the change in plain English or editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adapt fields, task deadlines or email content as the business's process evolves without a development project.

Do customers need an account to respond to the quote or assessment?

No account is required. Customers take part through a public request form and through forms emailed to them, such as the quote response email, so they can submit information or reply to a quote directly from their inbox.

What gets recorded once the repair is completed?

When the plasterer completes the repair task, the repair notes and photos are saved to the record and the status is set to Repaired. The customer then receives an email letting them know the ceiling has been repaired, and the full sequence of statuses is kept in the record's timeline.

How quickly can a plastering business start using this workflow?

Because it is a ready-to-use template, a workspace can publish it in minutes and start running live ceiling assessments straight away, without an installation or development project. This allows a business to begin tracking jobs from first assessment through to repair completion almost immediately.