Plumbing Notice of Work / inspection readiness (NSW, Australia) Workflow

What does this workflow record for each plumbing job?

Each job is created as a record with a reference number, a status such as Notice Preparing, Notice Lodged, Awaiting Inspection, Rework or Ready for Completion, and a timeline of what happened. The record stores the Notice of Work reference and lodgement date, readiness check answers and photos, the inspection date and time booked, and the inspection result with the inspector's notes. If rework is needed, the rework details entered by the plumber are also saved to the record. Each business should confirm how this recorded information meets its own regulatory obligations.

Who is involved at each stage of the workflow?

Office staff are assigned the tasks of lodging the Notice of Work and booking the inspection, recording the reference, lodgement date, and inspection date and time. The plumber is assigned tasks to confirm readiness with photos, record the inspection result and inspector's notes, and complete and record any rework. Customers are not assigned tasks; they receive an emailed notification once the work has passed inspection or is confirmed ready for completion without inspection.

How do we change this workflow if our process differs?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed. This means steps like the readiness checklist questions or the customer notification wording can be tailored to a workspace's own process. Because a workspace publishes and runs a template straight away, adjustments can be made without a separate development project.

What happens if the inspection fails?

When the inspection result is recorded as Failed, the record status changes to Rework and the plumber is assigned a task to complete the required work and record what was done. Once the rework details are saved, the workflow restarts the inspection booking cycle so office staff can book a fresh inspection attempt. This loop can repeat as many times as needed until a pass is recorded.

What happens once the inspection passes?

When the inspection result is recorded as Passed, the record status is set to Ready for Completion and the customer is automatically emailed to confirm the work has passed inspection. This notification is sent through the platform's built-in email, or through a workspace's own connected AWS SES account if configured.

How does the workflow handle jobs that don't require inspection?

The request form asks whether an inspection is required before the work can be covered, and the workflow routes based on this answer immediately after the Notice of Work is lodged. If no inspection is required, the record status moves straight to Ready for Completion and the customer receives an email confirming the work is ready for completion without an inspection step.

Do customers need to log into anything to receive updates?

No. Customers take part through the emailed notifications sent at key points in the process, such as when the work passes inspection or is ready for completion. These communications are sent directly to the customer's email address captured on the request form, without requiring them to set up any account.

Can the readiness checklist questions be adjusted for different job types?

Yes, the readiness confirmation task and its questions, such as whether work is exposed and not covered, whether testing is in place, and whether access and plans are ready, can be edited in the workflow editor. This allows a workspace to tailor the checklist to different types of plumbing work while keeping the same overall lodgement-to-completion structure. Earlier versions of the workflow are retained when changes are made.

How is progress on a job tracked across the office and the plumber?

Each job's record shows its current status, such as Notice Lodged, Awaiting Inspection or Rework, alongside a timeline of the tasks completed and information entered at each stage. Table views and dashboards display records grouped by status, making it possible to see which jobs are with the office for lodgement or booking and which are with the plumber for readiness checks or rework. Workspace activity related to the record is also logged.