Workflow Template

Fire hose reel inspection record Workflow

Captures fire hose reel inspection test data from a technician, routes based on Pass/Fail result, notifies the client, and manages repair/retest cycles until the reel passes, tracking status throughout.

A technician finishes checking a client's fire hose reels and needs to log flow test results, defects, and photos while making sure the client hears about the outcome straight away. This workflow takes that inspection form, sets the record status based on the Pass or Fail result, emails the client accordingly, and if a reel fails, assigns the technician a repair and retest task that loops until the reel passes or the retest limit is reached. Day to day, the team gets a clear record of every reel's status and history without having to chase updates or manually draft client emails.

Business Outcomes

Reduces time spent manually notifying clients of pass or fail results
Helps keep repair and retest cycles moving without follow-up emails or reminders
Makes it easier to see the current status of every hose reel inspection at a glance
Supports faster turnaround from failed test to repaired and passed retest
Keeps a timestamped record of test data, defects, photos, and repair details in one place

Workflow Steps

Steps

1
Create Inspection Recordcreate record
Creates the hose reel inspection record from the submitted test form.
2
Set Status to Submittedupdate record
Sets the record status to Submitted upon initial test form submission.
3
Route on Test Result
Branches the workflow based on whether the initial test result is Pass or Fail.
result: "Pass"→Set Status to Passed
result: "Fail"→Set Status to Failed
Default→End
4
Set Status to Passedupdate record
Updates the record status to Passed after a successful initial test.
5
Email Client - Test Passedsend email
Emails the client confirming the fire hose reel test result and the next test due date.
6
Set Status to Failedupdate record
Updates the record status to Failed after the initial test result is Fail.
7
Email Client - Test Failedsend email
Emails the client warning that the fire hose reel failed its test and may not work in a fire until repaired.
8
Repair and Retest Taskcreate task
Assigns the fire protection technician a task to repair the failed hose reel and record the retest result, due in 3 days.
9
Save Repair Details to Recordupdate record
Persists the repair made and retest result to the inspection record.
10
Route on Retest Result
Branches based on whether the retest result is Pass or Fail.
retest_result: "Pass"→Set Status to Passed After Repair
retest_result: "Fail"→Loop Back to Repair Task
Default→End
11
Loop Back to Repair Taskrestart from step
Restarts the repair and retest cycle when the retest still fails, up to 2 additional times.
12
Set Status to Passed After Repairupdate record
Updates the record status to Passed after the hose reel is repaired and passes retest.
13
Email Client - Repair Passed Retestsend email
Emails the client confirming the fire hose reel was repaired and passed its retest, with the next test due date.

Fields

Fire Protection Technician Name*
Client Name*
Client Email*
Site Address*
Number of Hose Reels Inspected*
Hose Reel Locations*
+13 more fields

Forms

Fire Hose Reel Inspection Test Form

16 fields

Data Views

Fire Hose Reel Inspections

client_name, site_address, hose_reels_inspected, test_date +2 more

Dashboard Widgets

Inspections by Test Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

fire hose reel inspection recordfire protectioninspectiontradetrades

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Similar Categories

trades home services quality management

FAQs

Do I need technical skills to set up this workflow?

No, the fire hose reel inspection template is ready to use as soon as your workspace publishes it, with no installation or development work involved. You can start running live inspections through it straight away and adjust it later as your process changes.

Can my team change what the request form asks for?

Yes, you can describe the change you want in plain English or edit the steps and form fields directly in the workflow editor. Earlier versions of the workflow are kept, so you can see what changed and when.

Who is responsible for the repair and retest task?

The fire protection technician is assigned the repair and retest task after a failed test, with three days to complete it. The workflow waits for this task, so the repair made and retest result are saved directly to the inspection record once submitted.

What happens if the retest fails again?

If the retest result is Fail, the workflow loops back to the repair and retest task, allowing up to two additional cycles. This keeps the reel's history and every repair attempt tracked on the record's timeline until it passes.

Does the client need to log in or create an account to get updates?

No, clients receive email notifications automatically at each key point, such as when a test passes, fails, or is repaired and passes retest. They're never required to set up an account to follow along with the result.

Is this workflow suitable for multiple technicians or sites?

Yes, each inspection becomes its own record with a reference number, status, and timeline, so multiple technicians can submit test forms for different sites without records getting mixed up. Table views and dashboards let your team see all records grouped by status, such as Submitted, Passed, or Failed.

What gets recorded if a client asks for proof of inspection later?

The record keeps the submitted test data, photos, defects found, repair details, and status changes on its timeline. Each business should confirm its own record-keeping obligations, but this gives you a clear, dated history to refer back to.

Can I customise what happens when a test passes or fails?

Yes, you can edit the email content, task assignments, or routing logic by describing the change or updating the steps in the workflow editor. This means you can adjust wording, due dates, or add extra steps to match how your team actually works.

Does connecting Stripe or SMS change how this workflow runs?

Connecting Stripe or your own SMS provider doesn't change this workflow automatically, since a payment or SMS step would need to be added to it directly. Right now the workflow uses built-in email to notify clients at each stage.

Ready to use this workflow?

Create a free account and customise this workflow for your business.