Workflow Template
Earthworks level / compaction inspection Workflow
Captures earthworks level and compaction inspection results, notifies stakeholders, and manages rectification and re-inspection cycles until the earthworks pass.
Earthworks fail inspections often stall on-site because rectification, re-inspection and client updates are tracked manually across emails and spreadsheets. This workflow captures level and compaction results from a submitted form, sets the inspection status, and automatically routes a pass straight to client notification or a fail into a rectification and re-inspection cycle. Inspectors, earthworks crews and site managers all work off the same record, which keeps a full timeline of every check, task and result until the earthworks pass.
Business Outcomes
- Faster turnaround between a failed inspection and rectification work starting
- Fewer missed client notifications on pass or rectified-pass results
- Clearer visibility into how many rectification cycles a job needed
- Reduced admin time spent chasing inspectors and crews for updates
- A consistent, timestamped record of every inspection and re-inspection outcome
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Creates the earthworks inspection record from the submitted form data.
- 2Set Status to Submittedupdate record
Sets the inspection status to Submitted.
- 3Send Acknowledgement Emailsend email
Emails the inspector an acknowledgement with the inspection reference number.
- 4Route on Overall Result
Routes the workflow based on the overall inspection result.
overall_result: "Pass"→Set Status to Passedoverall_result: "Fail"→Set Status to RectificationDefault→End - 5Set Status to Passedupdate record
Sets the inspection status to Passed after a first-time pass result.
- 6Email Client Pass Notificationsend email
Emails the builder or client that the earthworks passed the level and compaction inspection.
- 7Set Status to Rectificationupdate record
Sets the inspection status to Rectification after a failed result.
- 8Earthworks Crew Rectification Taskcreate task
Assigns the earthworks crew a task to rectify the failed checks within 2 days.
- 9Save Rectification Details to Recordupdate record
Persists the rectification work notes and photos to the record.
- 10Inspector Re-inspection Taskcreate task
Assigns the inspector a task to re-inspect the rectified area within 1 day.
- 11Save Re-inspection Result to Recordupdate record
Persists the re-inspection result and notes to the record.
- 12Route on Re-inspection Result
Routes the workflow based on the re-inspection outcome.
reinspection_result: "Pass"→Set Status to Passedreinspection_result: "Fail"→Loop Back to Earthworks CrewDefault→End - 13Loop Back to Earthworks Crewrestart from step
Sends the record back to the earthworks crew for further rectification, up to 2 additional cycles.
- 14Set Status to Passedupdate record
Sets the inspection status to Passed after successful rectification and re-inspection.
- 15Email Client Rectified Pass Notificationsend email
Emails the builder or client that the earthworks was rectified and passed the level and compaction inspection.
Fields
- Inspector Name*
- Inspector Email*
- Builder/Client Name*
- Builder/Client Email*
- Site Address*
- Job Reference*
- +19 more fields
Forms
Earthworks Level & Compaction Inspection Form
20 fields
Data Views
Earthworks Inspections
site_address, job_reference, area_tested, overall_result +1 more
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How do I set up this earthworks inspection workflow for my team?
Publish the template in your workspace and it's ready to run straight away, no installation needed. Share the public request form link with inspectors, or send it out ahead of site visits, and assign your earthworks crew and inspector as members who'll receive the rectification and re-inspection tasks.
What happens when an inspection fails?
The record status changes to Rectification and the earthworks crew gets a task to fix the failed checks within 2 days. Once they mark it done with photos and notes, those details save to the record and the inspector gets a re-inspection task within 1 day.
What happens if the re-inspection also fails?
The record loops back to the earthworks crew for further rectification, and this can repeat for up to 2 additional cycles. Each cycle's rectification and re-inspection notes are saved to the record, so the full history of attempts is visible in the timeline.
Can I change the rectification or re-inspection deadlines?
Yes. Describe the change you want in plain English, such as changing the 2-day rectification window or the 1-day re-inspection window, and the workflow updates. Earlier versions of the workflow are kept, so you can review what changed.
Who is responsible for each step in this workflow?
The inspector submits the initial form and completes re-inspection tasks, the earthworks crew handles rectification tasks, and the builder or client receives pass and rectified-pass email notifications. All of these are workspace members assigned directly to the relevant task on the record.
Does the builder or client need an account to get updates?
No. They receive email notifications when the earthworks pass, whether that's on the first inspection or after rectification, without ever needing to log in. They take part through emailed forms or the public request form when required, not through an account.
What information gets saved to the inspection record?
Everything the workflow waits on gets saved to the record, including rectification done status, rectification photos, re-inspection result and re-inspection notes. Each inspection also keeps a reference number, status and full timeline of what happened, viewable from your dashboard.
Can I customise the fields on the inspection request form?
Yes, you can edit the form fields in the workflow editor to match your own compaction testing standards or add extra checks. Since it's your workflow, you control what data is captured on submission, from test method to layer thickness and drainage checks.
How do I track how many inspections are currently in rectification?
Table views and dashboards show records grouped by status, so you can see at a glance which inspections are Submitted, in Rectification, or Passed. This gives site managers a quick way to spot jobs that are cycling through rectification more than once.
Ready to use this workflow?
Create a free account and customise this workflow for your business.