Excavator pre-start inspection Workflow

Do I need to set this up separately for each excavator or site?

No — a single workspace can run this template for all your excavators, since each submitted inspection becomes its own record with its own Machine ID, site address, and status. You publish the template once and it's ready to use straight away, with no separate setup needed per machine.

Can my team customise what happens when a defect is found?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions are kept so you can compare or roll back. For example, you could adjust the workshop repair deadline or change who gets notified when a machine is cleared.

Who actually gets assigned tasks during this process?

Workshop and supervisor team members are assigned specific tasks: the workshop repairs minor and major defects, and the supervisor arranges a replacement machine and verifies completed repairs. Each task has its own due date, and the workflow waits for the assigned person to complete it before moving the record forward.

What happens if the machine is marked unsafe to operate?

The record status changes to Out of Service, the operator is emailed to stop using the machine, and the supervisor is assigned a task to arrange a replacement within a day. The workshop then repairs the machine and the supervisor verifies the repair before the record is set to Cleared and the operator is notified it's back in service.

What if the supervisor finds the repair wasn't actually fixed?

If the verification outcome is recorded as Not fixed, the workflow sends the record back to the workshop for another repair attempt, and this cycle can repeat up to two additional times. Each pass through the cycle is captured in the record's timeline, so there's a clear history of what was tried.

Do operators need an account to submit inspections?

No — operators submit their pre-start inspection through a public request form or a form emailed to them, and they never need to create or log into an account. All their submitted details, including photos and defect notes, are saved directly to the record.

Is this suitable for tracking repair history over time?

The workflow records each inspection's status, the repair and verification notes entered by staff, and a full timeline of what happened on that record, which gives you a practical history to review. If you need to confirm this meets specific safety or compliance record-keeping obligations, it's worth checking that against your own requirements.

Can operators check on the status of their reported issue?

Operators receive email notifications at key points — when a minor defect is repaired, when a machine is marked unsafe, and when it's cleared and back in service. They don't need an account to receive these updates, since they're sent directly to the email address given on the inspection form.

How quickly does the workflow expect repairs to be actioned?

Minor defect repairs are assigned to the workshop with a 7-day due date, while major repairs on unsafe machines get a tighter 2-day deadline, and supervisor tasks like arranging a replacement or verifying a repair are due within 1 day. These due dates are part of the template but can be adjusted through the workflow editor if your team needs different timeframes.