assess.one – AI-powered business operations platform

Workflow Template

Pool handover / commissioning checklist Workflow

Captures pool commissioning test results, routes failed tests through rectification and retest, then progresses through commissioning, customer handover, and post-handover feedback collection.

Pool techs often finish a commissioning job with test results scribbled on paper, a failed chlorinator reading buried in a text message, and no clear record of what was fixed before handover. The Pool Handover / Commissioning Checklist Workflow captures every test result on submission, automatically routes failed checks into a rectification and retest cycle, and only moves the record to Commissioned once every test passes. The result is a team that hands over pools with a complete, timestamped record of equipment checks, water balance readings, and warranty terms, and customers who receive a clear summary and a chance to give feedback.

Business Outcomes

  • Reduces missed or forgotten rectification follow-ups on failed commissioning tests
  • Shortens the time between a failed test and a completed retest
  • Improves consistency of handover details recorded for each customer
  • Makes it easier to track warranty periods against each pool record
  • Supports faster collection of customer feedback after handover

Workflow Steps

Steps

  1. 1
    Create Commissioning Recordcreate record

    Registers the submitted commissioning checklist as a pool commissioning record.

  2. 2
    Set Status: Commissioningupdate record

    Sets the record status to Commissioning after the checklist is submitted.

  3. 3
    Route on Commissioning Result

    Branches based on whether the overall commissioning result is Pass or Fail.

    result: "Pass"→Set Status: Commissioned
    result: "Fail"→Set Status: Rectification
    Default→Set Status: Rectification
  4. 4
    Set Status: Rectificationupdate record

    Sets the record status to Rectification when the commissioning result is a Fail.

  5. 5
    Rectification Taskcreate task

    Assigns the pool technician a task due in 2 days to record the fault, the fix, and the retest result.

  6. 6
    Save Rectification Notes to Recordupdate record

    Persists the fault, fix, and retest result to the record.

  7. 7
    Route on Retest Result

    Branches based on whether the retest passed or still fails, looping back to rectification if needed.

    retest_result: "Pass"→Set Status: Commissioned
    retest_result: "Fail"→Loop Back to Rectification
    Default→Loop Back to Rectification
  8. 8
    Loop Back to Rectificationrestart from step

    Restarts the rectification task for another attempt since the retest still failed.

  9. 9
    Set Status: Commissionedupdate record

    Sets the record status to Commissioned once all tests pass.

  10. 10
    Customer Handover Taskcreate task

    Assigns the pool technician a task due in 1 day to hand over the pool to the customer and record handover details.

  11. 11
    Save Handover Details to Recordupdate record

    Persists the handover confirmation and warranty periods to the record.

  12. 12
    Set Status: Handed Overupdate record

    Sets the record status to Handed Over after the handover task is complete.

  13. 13
    Email Handover Summarysend email

    Emails the customer a summary of the equipment and settings, water care routine, and warranty periods.

  14. 14
    Request Customer Feedbackrequest external input

    Two days after handover, emails the customer a short feedback form with a 1-5 rating and comments.

Fields

  • Pool Technician Name*
  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Pool Type*
  • +27 more fields

Forms

Pool Commissioning Checklist

24 fields

Data Views

Pool Commissioning Records

customer_name, site_address, pool_type, volume_litres +3 more

Dashboard Widgets

Pools by Commissioning Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
pool handover / commissioning checklistpool and spachecklistcommissioninghandovertradetrades

Similar Workflows

pool leak inspection requestpool equipment maintenance service reportpool equipment repair service request

Similar Categories

trades home servicesquality managementoperations management

FAQs

What happens if a pool fails commissioning more than once?

If the retest still fails, the workflow loops back to the rectification task so the pool technician can record another fault, fix, and retest result. This loop repeats as many times as needed, with each attempt saved to the record's timeline, until the retest passes and the record moves to Commissioned status.

Can this handle a commissioning result that isn't clearly Pass or Fail?

The routing step includes an 'otherwise' branch for cases where the Overall Commissioning Result doesn't match Pass or Fail, so submissions with unexpected values are still captured rather than lost. A workspace can adjust what happens on that branch by editing the workflow steps or describing the change in plain English.

Who is responsible for the rectification and handover tasks?

The pool technician is assigned both the rectification task, due in 2 days, and the customer handover task, due in 1 day. Because the workflow waits for these tasks, the fault details, fix applied, retest result, and handover confirmation are all saved directly to the record once completed.

What information does the customer actually see during this process?

The customer doesn't need an account or login. After handover, they receive an emailed summary covering equipment and settings, the water care routine, and warranty periods, followed two days later by a short feedback form asking for a 1-5 satisfaction rating and comments.

What if the equipment or warranty details change after handover?

Warranty periods and handover confirmation details are recorded during the Customer Handover Task and saved to the record at that point. If details need correcting afterward, a workspace admin or member can review the record's timeline and update the workflow's steps to reflect a revised process going forward.

Can we customise the checklist fields or test criteria?

Yes, the request form fields, equipment checklist items, and test readings can be adjusted by editing the workflow in the workflow editor or by describing the desired change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

How does the workflow track where a pool commissioning job currently stands?

Each submission becomes a record with a reference number and a status that moves through Commissioning, Rectification, Commissioned, and Handed Over as the job progresses. Table views and dashboards show records grouped by status, and the record's timeline logs each step as it happens.

What happens if the customer doesn't respond to the feedback form?

The feedback request is sent by email two days after handover, but the workflow does not wait for a response, so the record still progresses and remains in Handed Over status regardless of whether feedback is submitted. If the customer does respond, their rating and comments are saved to the record.

Does this workflow help with regulatory or safety compliance for pool handovers?

The workflow records the specific values entered by the pool technician, such as gate self-closing checks, water balance readings, and equipment test results, along with a full record timeline of what happened and when. Each business should confirm its own compliance obligations, as the workflow itself does not certify or guarantee compliance.

Ready to use this workflow?

Create a free account and customise this workflow for your business.

Pool handover / commissioning checklist Workflow | assess.one