Pest monitoring / bait station inspection Workflow

What happens if a technician submits an inspection with no pest activity found?

The record is automatically set to Complete and the client is emailed a visit summary along with the next scheduled visit date. No further tasks are created, so the record closes out without any manual intervention needed.

What happens if pest activity is found during an inspection?

The record status changes to Treatment Needed, the client is emailed about the activity found along with recommendations, and the technician is assigned a follow-up task due in 3 days to perform extra treatment or proofing. Once that task is completed, the status moves to Complete and the client receives a final email with treatment details and the next visit date.

Can this handle a site where the Result field doesn't clearly indicate activity found or not?

Yes, the routing step includes an 'otherwise' branch to catch any submission that doesn't match the expected Result values. This means unusual or unexpected entries still move the record forward rather than getting stuck, and the workspace can review these in the table view by status.

What if the technician doesn't complete the follow-up treatment task by the due date?

The task remains open and assigned to the technician past its 3-day due date until it's completed, since the workflow waits for it before moving the record to Complete. The record's timeline and status will show it sitting in Treatment Needed until the technician records the treatment done and products used.

Who is involved in this workflow and what do they do?

The technician submits the initial inspection via the request form and, if activity is found, completes a follow-up task recording the treatment or proofing performed and products used. The client receives automatic email notifications at each stage — visit summary, activity found, or treatment done — without needing an account, since these are sent as emailed updates.

Can we customise what information the follow-up treatment task captures?

Yes, the workflow editor lets a workspace adjust the fields on the technician's treatment task, such as adding more detail beyond Extra Treatment or Proofing Done and Products Used. Changes can also be described in plain English, and earlier versions of the workflow are kept if you need to revert.

What if we want to change the due date on the follow-up treatment task?

The 3-day due date on the technician's task can be edited directly in the workflow editor, or by describing the desired change in plain English. This adjustment applies to future inspections routed through the Treatment Needed branch.

Can this workflow handle sites with a large number of bait stations and complex activity logs?

Yes, the request form captures Number of Stations Checked, Number of Stations with Activity, Pest Types Found, Bait Consumed, and Stations Damaged, Missing, or Replaced regardless of scale. All of this detail is saved on the record and visible in its timeline for later reference.

What information does the client actually see during this process?

Clients receive an emailed visit summary and next visit date if no activity was found, or an activity notification with recommendations if activity was found, followed by a treatment summary once follow-up work is done. They interact entirely through email and never need to create an account.

How are recommendations or conditions that attract pests tracked over time?

Recommendations and conditions noted during the inspection are saved on the record since the request form is submitted and the workflow waits at the initial creation step. This information stays in the record's timeline alongside status changes, giving a running history of observations across visits, and each business should confirm this meets its own record-keeping needs.