Pool fence completion handover Workflow

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

The job record's status moves through stages such as Final Check, Rework, Customer Review, Customer Issue and Handed Over, with a timeline showing what happened and when. Fields entered on waited-for tasks and forms — such as Walkthrough Result, Rework List, Rework Done, Rework Photos, Fix Made, Fix Photos and the customer's Decision and Comments — are saved directly to the record. This gives a running history of the job that staff can review at any point.

Who is involved in the supervisor walkthrough and rework steps?

A supervisor is assigned the walkthrough task and records whether the job is ready for handover or needs rework, along with a rework list if applicable. If rework is needed, an installer is assigned a task to complete the listed items and record what was done with photos, after which the workflow returns to the supervisor for a re-check. This loop can repeat until the supervisor confirms the job is ready.

How is the customer involved in the review and acceptance process?

The customer receives a review form by email summarising the completed work and is asked to either accept the work or report an issue, along with any comments. The customer takes part through this emailed form without needing an account. If they report an issue, a supervisor is assigned to resolve it, and the customer is then sent the review form again to confirm the fix.

What happens if the customer reports an issue after review?

The record's status updates to Customer Issue, and a supervisor is assigned a task, due in 2 days, to address the reported problem and record the fix made along with supporting photos. Once resolved, the workflow returns to the customer review step, sending the review form again so the customer can confirm the fix before the job proceeds to handover.

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

Fields on the request form, review form and feedback form can be adjusted by describing the change in plain English or by editing the relevant step in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it straightforward to add, remove or adjust fields as handover requirements evolve.

What happens after the customer accepts the completed work?

Once the customer accepts, the record's status updates to Handed Over and a thank-you email is sent with installation details and warranty information for the customer's records. The workflow then waits 2 days before automatically sending a feedback form asking for an overall satisfaction rating and comments.

Can the timeframes for tasks, such as the 2-day rework or resolution deadlines, be adjusted?

Yes, task due dates and wait periods, including the 2-day walkthrough, rework, issue-resolution and feedback delay steps, can be changed by describing the desired change in plain English or editing the step directly in the workflow editor. Adjustments apply going forward, and earlier versions of the workflow remain available for reference.

Who can see the status and history of a pool fence handover job?

Workspace members assigned tasks and approvals can view and act on their part of the job, while admins can see job records, their statuses and timelines across the workspace through table views and dashboards. Workspace activity is logged, supporting oversight of how jobs are progressing without needing to check with individual installers or supervisors directly.

What feedback is collected after handover, and where is it stored?

Two days after handover, the customer is emailed a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Since the workflow waits for this form to be completed, the responses are saved directly to the job record, making them visible alongside the rest of that job's history.