Workflow Template
Pool fence installation checklist Workflow
Captures a pool fence installation inspection, records pass/fail checks against the safety standard, notifies the customer, and manages a rectification and re-inspection loop with the installer and inspector until the fence passes.
Pool fence inspections often stall when a failed check needs to go back to the installer, get fixed, and be re-checked without anyone losing track of where things stand. This workflow captures the inspection against the safety standard checklist, records a pass or fail result, notifies the customer, and manages the rectification and re-inspection loop between the installer and inspector until the fence passes. Inspectors submit the initial checklist, installers complete rectification tasks, and inspectors re-check the work, all logged against a single reference number.
Business Outcomes
- Fewer inspections lost track of between fail and re-check
- Faster turnaround on rectification work with a clear 2-day task deadline
- Customers kept informed automatically at submission, pass, and rectified-pass stages
- A full timeline of checks, failures, and fixes on every record
- Less manual chasing between installer and inspector on failed checks
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as a record.
- 2Set Status to Submittedupdate record
Marks the inspection record status as Submitted.
- 3Email Acknowledgementsend email
Emails the customer an acknowledgement of the inspection with their reference number.
- 4Route on Overall Result
Routes to the pass or rectification path based on the overall inspection result.
overall_result: "Pass"→Set Status to Passedoverall_result: "Fail"→Set Status to RectificationDefault→End - 5Set Status to Passedupdate record
Marks the inspection record status as Passed.
- 6Email Customer - Passedsend email
Emails the customer confirming the pool fence passed the installation check.
- 7Set Status to Rectificationupdate record
Marks the inspection record status as Rectification.
- 8Installer: Rectify Failed Checkscreate task
Assigns the installer a task to fix the failed checks, due in 2 days, recording the rectification and photos.
- 9Inspector: Re-inspectcreate task
Assigns the inspector a task to re-inspect the rectified fence, due in 1 day, recording the result and notes.
- 10Persist Re-inspection Resultupdate record
Saves the re-inspection result and notes to the record.
- 11Route on Re-inspection Result
Routes to pass handling or back to the installer if the re-inspection still fails.
reinspection_result: "Pass"→Set Status to Passedreinspection_result: "Fail"→Send Back to InstallerDefault→End - 12Send Back to Installerrestart from step
Restarts the rectification cycle from the installer task since the re-inspection failed.
- 13Set Status to Passedupdate record
Marks the inspection record status as Passed after successful rectification.
- 14Email Customer - Rectified and Passedsend email
Emails the customer confirming the pool fence was rectified and passed the installation check.
Fields
- Inspector Name*
- Inspector Email*
- Customer Name*
- Customer Email*
- Site Address*
- Job Reference*
- +15 more fields
Forms
Pool Fence Installation Inspection
20 fields
Data Views
Pool Fence Inspections
site_address, job_reference, fence_type, overall_result +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I get this workflow running for my team?
Publish the template in your workspace and it's live in minutes, ready to take inspection submissions through the request form. There's no setup project or installation involved. You can start capturing inspections straight away and adjust the checklist wording or steps later if needed.
Can I change the checklist items or add more safety checks?
Yes. You can describe the change you want in plain English, or open the workflow editor and edit the steps directly. Earlier versions of the workflow are kept, so you can see what changed and when.
Who is involved in the rectification and re-inspection loop?
The installer gets a task to fix failed checks, due in 2 days, and records the rectification work and photos. The inspector then gets a task to re-inspect, due in 1 day, and records the result and notes. If the re-inspection still fails, the workflow sends it back to the installer and repeats the cycle.
What happens when the overall result is a pass on the first inspection?
The record status is set to Passed and the customer is emailed a confirmation that the pool fence passed the installation check. No rectification tasks are created in this case.
What happens if the fence fails the initial inspection?
The record status changes to Rectification and the installer is assigned a task to fix the failed checks within 2 days. Once that's done, the inspector re-inspects and the result determines whether the record moves to Passed or loops back to the installer again.
Do customers need to log in to see their inspection status?
No. Customers take part through the public request form and emailed forms, and they receive email updates at key points like submission and passing. They don't need an account to stay informed on their reference number.
Where do the installer's and inspector's task answers get saved?
Because the workflow waits for both the installer's rectification task and the inspector's re-inspection task, the details they enter — rectification work, photos, re-inspection result, and notes — are saved directly on the inspection record. This keeps the full history visible in one place.
How do I track which inspections are still in rectification?
Each inspection is a record with a status — Submitted, Rectification, or Passed — and a timeline of what happened. Table views and dashboards let you see records grouped by status, so you can spot which ones are stuck in rectification at a glance.
Can I send notifications through our own email or SMS setup?
Yes, a workspace can optionally connect its own AWS SES account for email or AWS SNS/Twilio for SMS, and these can be used for the customer notifications in this workflow. Email and SMS work out of the box otherwise, so this is optional.
Is there a limit to how many times the re-inspection loop can repeat?
The workflow routes back to the installer task each time the re-inspection result is a fail, so the cycle can repeat as many times as needed until the fence passes. Every loop is recorded in the record's timeline, so you can see how many rounds of rectification occurred.
Ready to use this workflow?
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