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Workflow Template

Locksmith job completion / security handover Workflow

Manages the end-to-end handover of a completed locksmith job: supervisor QA check with rework loop, customer review with issue-resolution loop, final handover confirmation, and post-handover feedback collection.

A locksmith finishes a job, and now someone needs to check the work, get the customer to sign off, and make sure warranty and key details are properly recorded before the file is closed. This workflow handles that whole handover automatically: a supervisor walks through the job with a rework loop if anything needs fixing, the customer reviews the work by email with their own issue-resolution loop if something's wrong, and once everyone's happy the customer gets a thank-you email with all their key and warranty details followed by a short feedback request two days later. Every step, decision and photo is saved to the job record, so the team always knows exactly where a job stands without chasing anyone for updates.

Business Outcomes

  • Fewer missed handover steps thanks to a consistent QA and sign-off process for every job
  • Faster resolution of rework or customer issues with clear rework loops built into the workflow
  • Better visibility of job status across the team without manual status updates
  • More complete records of key handovers, warranty terms and care instructions for each customer
  • Easier collection of customer feedback without extra admin work

Workflow Steps

Steps

  1. 1
    Create Job Recordcreate record

    Registers the completed job submission as a record.

  2. 2
    Set Status: Final Checkupdate record

    Sets the record status to Final Check.

  3. 3
    Supervisor Walkthroughcreate task

    Assigns the supervisor a task to walk through the completed job and record the result.

  4. 4
    Save Supervisor Resultupdate record

    Persists the supervisor's walkthrough result and rework list to the record.

  5. 5
    Route on Supervisor Result

    Routes to rework or on to customer review based on the supervisor's result.

    supervisor_result: "Rework needed"→Set Status: Rework
    supervisor_result: "Ready for handover"→Set Status: Customer Review
    Default→Set Status: Customer Review
  6. 6
    Set Status: Reworkupdate record

    Sets the record status to Rework.

  7. 7
    Locksmith Rework Taskcreate task

    Assigns the locksmith a task to complete the rework listed by the supervisor.

  8. 8
    Save Rework Doneupdate record

    Persists the rework completed and photos to the record.

  9. 9
    Return to Supervisor Checkrestart from step

    Closes this iteration and restarts the supervisor walkthrough to re-check the rework.

  10. 10
    Set Status: Customer Reviewupdate record

    Sets the record status to Customer Review.

  11. 11
    Request Customer Reviewrequest external input

    Emails the customer the job summary and asks them to accept the work or report an issue.

  12. 12
    Save Customer Decisionupdate record

    Persists the customer's decision and comments to the record.

  13. 13
    Route on Customer Decision

    Routes to issue resolution or to final handover based on the customer's decision.

    customer_decision: "Report an issue"→Set Status: Customer Issue
    customer_decision: "Accept the work"→Set Status: Handed Over
    Default→Set Status: Handed Over
  14. 14
    Set Status: Customer Issueupdate record

    Sets the record status to Customer Issue.

  15. 15
    Supervisor Fix Taskcreate task

    Assigns the supervisor a task to resolve the customer's reported issue.

  16. 16
    Save Issue Fixupdate record

    Persists the fix made and photos to the record.

  17. 17
    Return to Customer Reviewrestart from step

    Closes this iteration and restarts the customer review after the fix has been made.

  18. 18
    Set Status: Handed Overupdate record

    Sets the record status to Handed Over.

  19. 19
    Send Thank-You Emailsend email

    Emails the customer a thank-you with lock details, key info, care instructions and warranty for their records.

  20. 20
    Wait 2 Days Before Feedback

    Pauses for two days before requesting customer feedback.

  21. 21
    Request Feedbackrequest external input

    Emails the customer a short feedback form with a 1-5 rating and comments.

Fields

  • Locksmith Name*
  • Customer Name*
  • Customer Email*
  • Site Address*
  • Locks Installed or Rekeyed*
  • Key System*
  • +17 more fields

Forms

Locksmith Job Completion Form

12 fields

Data Views

Locksmith Handover Jobs

customer_name, site_address, locks_installed, warranty_period_years +1 more

Dashboard Widgets

Jobs by Handover Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
locksmith job completion / security handoverlocksmith and access controlhandovertradetrades

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Similar Categories

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FAQs

Do I need any technical skills to set this workflow up?

No, this is a ready-to-use template that a workspace can publish and start running straight away. There's no installation or development project involved, so your team can be handling live jobs within minutes of setting it up.

Can my team customise the rework or issue-resolution steps?

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

Who is responsible for checking the job before it goes to the customer?

A supervisor is assigned a walkthrough task where they record whether the job is ready for handover or needs rework. If rework is needed, the locksmith gets a task to complete it, and the record loops back to the supervisor for a re-check.

What happens if the customer isn't happy with the finished job?

When a customer reports an issue through their emailed review request, the record moves to a Customer Issue status and the supervisor is assigned a task to resolve it. Once the fix is recorded, the workflow loops back to send the customer another review request.

Does the customer need to create an account to review or approve the job?

No, customers take part entirely through emailed forms, without ever needing to sign up for an account. They receive the job summary by email and respond with their decision and any comments directly.

Is this suitable for locksmiths managing multiple jobs at once?

Yes, each job becomes its own record with a reference number, status and full timeline of what's happened. Table views and dashboards let the team see at a glance which jobs are in Final Check, Rework, Customer Review or Handed Over.

What information gets saved on the job record versus staying with a task?

Anything the workflow waits for, like the supervisor's walkthrough result, rework details, or the customer's decision, is saved on the record itself. This means the full history of checks, fixes and sign-offs is always available in the record's timeline for future reference.

How does the feedback request work after the job is handed over?

Once the job status is set to Handed Over, the customer gets a thank-you email with their lock, key and warranty details for their records. Two days later, a short feedback form is emailed asking for a 1-5 satisfaction rating and any comments, with responses saved to the record.

Can the workflow track which locksmith handled a job?

Yes, the locksmith's name is captured on the initial job submission form and stored on the record along with all the other job details. This makes it easier to review job history by locksmith across your table views.

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Locksmith job completion / security handover Workflow | assess.one