Level 4 / Level 5 finish inspection Workflow

Why should we automate Level 4/5 finish inspections instead of using paper checklists or spreadsheets?

Manual tracking of inspection checklists, rectification instructions and re-inspection outcomes across email and paper is easy to lose track of, especially across multiple sites. This workflow captures every check, photo and result on a single record with a reference number and status, so anyone can see where an inspection stands without chasing people. It also automatically routes failed inspections to the plasterer and back to the inspector, removing the need to manually coordinate rectification cycles.

What is the business case for using this workflow on every finish inspection?

Each inspection is tied to a searchable record with a timeline of what happened, which supports better visibility into recurring quality issues across jobs or crews. The built-in rectification and re-inspection cycle helps standardise how failed checks are handled, rather than relying on ad hoc phone calls or emails. Automated client notifications on pass also help reduce the administrative time spent updating builders or clients on inspection outcomes.

How does this workflow compare to handling rectification and re-inspection manually?

Handling rectification manually typically involves someone remembering to assign the plasterer, following up on completion, then re-booking the inspector — often across separate emails or calls. This workflow assigns the rectification task to the plasterer with a due date, waits for it to be completed with photos, then automatically assigns the re-inspection task to the inspector. It supports up to two full rectification and re-inspection cycles before the client is notified, reducing the coordination effort needed at each step.

Who is involved in this workflow, and what are they responsible for?

The inspector submits the initial inspection via the request form and receives an acknowledgement email with the reference number. If checks fail, the plasterer is assigned a task to complete rectification work and record what was done with photos, and the inspector is then assigned a task to re-inspect and record the result. The builder or client is not assigned tasks but receives email notifications once the finish passes, either on the first inspection or after rectification.

What happens if the overall inspection result is a fail?

When the overall result is marked as Fail, the record status is set to Rectification and a task is assigned to the plasterer, due in two days, to fix the failed checks and record the work with photos. Once that task is completed, the details are saved to the record and a re-inspection task is assigned to the inspector, due in one day, to check the rectified work and record a new result.

What happens after re-inspection, and how many rectification cycles are supported?

If the re-inspection result is Pass, the record status is set to Passed and the builder or client is emailed that the plaster finish was rectified and passed. If the re-inspection result is Fail, the workflow routes back to the plasterer for another round of rectification and re-inspection, supporting up to two full cycles within this workflow.

Can the quality checks or inspection form be customised for our specific finish requirements?

Yes, the request form fields and quality checks can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. This makes it straightforward to add, remove or rename checks such as the Level 5 skim coat requirement, or to adjust task deadlines for rectification and re-inspection. Earlier versions of the workflow are kept, so changes can be reviewed over time.

Do the inspector, plasterer and builder or client need accounts to take part?

The inspector submits the initial inspection through a public request form without needing an account. Tasks assigned to the plasterer and inspector during rectification are completed by team members within the workspace, while the builder or client receives outcome notifications by email and is not required to log in at any stage.

What information is kept on the inspection record for reporting or audit purposes?

The record keeps the reference number, current status, and a timeline of what happened, including the initial inspection details, rectification notes and photos, and re-inspection results and notes since the workflow waits for those tasks before proceeding. Table views and dashboards can show inspection records by status, such as Submitted, Rectification or Passed. Each business should confirm its own record-keeping obligations for quality inspections in its jurisdiction.