Workflow Template
Garage door repair request Workflow
Manages garage door repair requests from intake through booking, technician diagnosis, and completion, with urgency-based booking SLAs, status tracking, and customer notifications including a post-completion feedback request.
A customer's garage door jams shut and they fill out a request form, listing photos and how urgent it is — and from that moment, the workflow takes over the busywork. It creates a tracked record with a reference number, routes the booking task to the office based on urgency, waits for a technician's diagnosis, and keeps the customer updated by email at each stage, right through to a feedback request after the job's done. Your team just works the tasks assigned to them, while the record's status and timeline show exactly where every request stands.
Business Outcomes
- Faster response to urgent repairs through automatic due-date routing on booking tasks
- Fewer missed customer updates with automatic acknowledgement, booking, and completion emails
- Clearer visibility of every request's status from new request through to completed
- Reduced admin time chasing technicians, since diagnosis and outcome details are captured on one task
- More structured follow-up on further work needed, with a dedicated office task to prepare a quote
Workflow Steps
Steps
- 1Create Repair Request Recordcreate record
Creates the repair request record from the submitted form data.
- 2Set Status to New Requestupdate record
Sets the request status to New Request.
- 3Send Acknowledgement Emailsend email
Emails the customer an acknowledgement with their reference number.
- 4Route on Urgency
Routes to the correct booking task due date based on urgency.
urgency: "Urgent"→Office: Book Urgent Visiturgency: "Standard"→Office: Book Standard VisitDefault→Office: Book Standard Visit - 5Office: Book Urgent Visitcreate task
Creates a booking task for the office due in 1 day to schedule an urgent visit.
- 6Office: Book Standard Visitcreate task
Creates a booking task for the office due in 3 days to schedule a standard visit.
- 7Save Booking Detailsupdate record
Saves the visit date and assigned technician to the record and sets status to Booked.
- 8Email Customer the Visit Datesend email
Emails the customer confirming the scheduled visit date.
- 9Technician: Diagnose and Repaircreate task
Gives the technician a task with no due date to record diagnosis, work done, parts used, photos and outcome.
- 10Save Diagnosis Detailsupdate record
Saves the diagnosis, work done, parts used, photos and outcome to the record.
- 11Route on Repair Outcome
Routes handling based on whether the door was fixed, needs further work, or could not be repaired.
outcome: "Fixed"→Set Status to Completedoutcome: "Further work needed"→Set Status to Further Work Requiredoutcome: "Unable to repair"→Set Status to Unable to CompleteDefault→End - 12Set Status to Completedupdate record
Sets the request status to Completed.
- 13Email Customer Work Summarysend email
Emails the customer a summary of the work done.
- 14Wait Two Days
Waits two days before requesting customer feedback.
- 15Request Customer Feedbackrequest external input
Sends the customer a feedback form with a 1-5 rating and comments.
- 16Set Status to Further Work Requiredupdate record
Sets the request status to Further Work Required.
- 17Email Customer Diagnosis and Further Work Neededsend email
Emails the customer the diagnosis and the work still needed.
- 18Office: Prepare Quotecreate task
Creates a fire-and-forget task for the office due in 2 days to prepare a quote for the further work.
- 19Set Status to Unable to Completeupdate record
Sets the request status to Unable to Complete.
- 20Email Customer Unable to Repairsend email
Emails the customer the diagnosis explaining the door could not be repaired.
Fields
- Name*
- Email*
- Mobile*
- Site Address*
- Door Type*
- Problem*
- +14 more fields
Forms
Garage Door Repair Request
10 fields
Data Views
Repair Requests
customer_name, site_address, problem, urgency +3 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
Do I need any technical skills to set this workflow up?
No — this is a ready-to-use template, so your workspace can publish it and start running live repair requests within minutes. There's no installation or development project involved, so your team can be taking requests the same day.
Can my team customise the booking due dates or the request form fields?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, for example adjusting the 1-day and 3-day booking windows. Earlier versions of the workflow are kept, so you can review what's changed over time.
Who handles the booking and diagnosis tasks in this workflow?
Booking tasks are assigned to the office, either for an urgent visit due in 1 day or a standard visit due in 3 days, and the workflow waits for that to be completed before moving on. The technician task for diagnosis and repair has no due date but is also waited on, and it captures diagnosis, work done, parts used, photos and outcome directly on the record.
What happens if the technician can't fully repair the door?
The workflow routes based on the outcome the technician records — Fixed, Further work needed, or Unable to repair. If further work is needed, the status is set to Further Work Required, the customer is emailed the diagnosis, and the office gets a task to prepare a quote. If the door can't be repaired, the status is set to Unable to Complete and the customer receives an email explaining the diagnosis.
Does the customer need to create an account to submit a request or respond to updates?
No — customers submit their initial request through a public form and respond to any follow-up, like the feedback request, through forms emailed directly to them. They never need to log in or set up an account at any point.
How is customer feedback collected after a job is completed?
Two days after the work summary email is sent, the workflow automatically sends the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Since the workflow waits for the customer to submit it, their answers are saved on the request record.
Is this workflow suitable for a small team that handles bookings manually today?
Yes, it's designed to take the routing and reminder work off your plate while still keeping people in the loop for the parts that need judgement, like scheduling a visit or diagnosing a fault. The office and technician tasks slot into your existing team roles, so you're not changing who does the work, just how it's tracked.
Can I see the status of all repair requests at a glance?
Yes, each request is a record with its own reference number, current status, and a timeline of everything that's happened on it. Table views and dashboards group records by status, such as New Request, Booked, or Completed, so your team can see where things stand across all jobs.
What if we want to text customers instead of emailing them?
Email and SMS are both built into the platform, so notifications like the acknowledgement, booking confirmation, or feedback request can be adjusted to use SMS if that suits your customers better. You can also connect your own AWS SES, AWS SNS, or Twilio account if you'd prefer to send messages through your existing provider.
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