Gate self-closing / latching test Workflow

What does this workflow record at each stage of the gate test?

The record captures the details submitted on the request form, including technician name, site address, gate location, hardware make, and the specific closing, latching and swing checks. As the record moves through the workflow its status is updated to Submitted, Passed or Failed, and each change is added to the record's timeline. If a repair and retest cycle is needed, the technician's repair notes and retest result are also saved to the record.

Who is involved in running this workflow?

The technician who performs the original test submits the request form with the client's and site's details. If the gate fails, a technician is assigned the repair and retest task, which the workflow waits for before continuing. The client is kept informed by email at each key outcome, without needing an account or login.

What happens when a gate fails its initial test?

The record status is set to Failed and the client is emailed that the gate failed and the pool is not safely fenced until it is repaired. A task is then assigned to the technician to repair the gate and record the retest result, due in one day. This task is one the workflow waits for, so the repair and retest details are saved directly to the record once completed.

How is a failed retest handled?

When the technician records a retest result, the workflow routes based on whether it passed or is still failing. If the gate is still failing, the repair and retest task is restarted for the technician, keeping the record in a Failed state until a passing retest is recorded. This cycle continues until the technician records a passing result.

What happens once a gate passes after repair?

Once the technician records a passing retest result, the record status is set to Passed following the successful repair. The client is then emailed to confirm the gate was repaired and passed its retest, along with the next test due date. This gives the client and any reviewing staff a clear record of the outcome and the follow-up date.

How do we change what the request form asks technicians to capture?

The request form and its fields can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. This allows a workspace to add, remove or reword fields such as hinge condition or hardware make as its compliance needs evolve. Earlier versions of the workflow are kept, so previous configurations remain available for reference.

Can the technician repair and retest task be adjusted for larger teams?

Yes, the task assignment, the fields it captures, and its one-day due date can all be edited in the workflow editor or changed by describing the update in plain English. This makes it straightforward to adapt the repair and retest cycle as staffing or site coverage grows. Because the workflow waits for this task, any changes to it are reflected directly in what gets saved to the record.

How can we track the status of gate tests across many sites?

Each gate test is created as its own record with a reference number, a status such as Submitted, Passed or Failed, and a timeline showing what has happened. Table views and dashboards show these records grouped by status, making it easier to see at a glance which sites have passed, failed, or are mid-repair. Workspace activity is also logged, supporting oversight as the number of sites and tests increases.

Do clients need to log in to receive test results?

No login or account is required for clients to be kept informed. They receive email notifications directly for pass, fail, and repaired-and-passed outcomes, including the next test due date where relevant. This keeps the client informed throughout the process without adding any account setup step.