Landscape completion and maintenance handover Workflow

What does this workflow record at each stage of the handover?

The record captures the supervisor's walkthrough result and any rework list, followed by rework done and rework photos if applicable. It also stores the customer's decision and comments from the review form, along with any fix made and fix photos if an issue was reported. Each job's status and timeline reflect these steps as they happen, giving a clear history of how the handover progressed.

Who is involved in the supervisor walkthrough and rework steps?

The landscaping supervisor named on the job record is assigned the walkthrough task and, if needed, the rework task. The workflow waits for the supervisor to complete each task before routing the job onward, so the record only advances once the outcome has been entered. This keeps responsibility for quality checks and rework clearly assigned to one person per job.

How does the customer take part in the handover process without an account?

Customers receive the review form and feedback request by email and respond directly without needing to log in or create an account. Their decision, comments, and later their satisfaction rating and comments are saved to the job record. This keeps customer input tied to the correct job while requiring no setup on their part.

What happens if the customer reports an issue instead of accepting the work?

The status is set to Customer Issue and the supervisor is assigned a task to fix the reported issue and record what was done, along with photos. Once the fix is saved, the workflow returns to the customer review step so the customer can reconfirm acceptance. This loop can repeat as many times as needed until the work is accepted.

How do we change what information is collected on the request or review forms?

A workflow can be adjusted by describing the required change in plain English or by editing the relevant step directly in the workflow editor. This applies to the initial request form fields, the customer review form, and the feedback form. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations.

What is captured after the job is handed over?

Once the status is set to Handed Over, the customer receives a thank-you email with plant, care and warranty details for their records. After a two-day wait, a feedback form is sent asking for an overall satisfaction rating and comments, which are saved to the job record. This gives each job a documented close-out and a recorded customer response.

Can multiple rework cycles happen before handover?

Yes, if the supervisor's walkthrough result indicates rework is needed, the status is set to Rework and a rework task is assigned. Once rework details are saved, the workflow returns to the supervisor walkthrough step to re-check the job, and this can repeat until the outcome is Ready for handover. Each cycle is reflected in the job's status and timeline.

Who can see the status and history of a landscaping job?

Workspace members and admins can view each job's record, including its reference number, current status and timeline of what has happened. Table views and dashboards group jobs by status, making it straightforward to see which jobs are in Final Check, Rework, Customer Review, Customer Issue or Handed Over. This gives supervisors and managers a consistent view of progress across all jobs.