Workflow Template
Pool project practical completion and defects Workflow
Manages pool project practical completion: supervisor walkthrough and rework loop, customer review and issue-resolution loop, handover confirmation, and post-handover feedback collection.
Pool builders often lose track of who checked what, what rework was done, and whether the customer actually signed off before handover. This workflow runs the full practical completion process: a supervisor walkthrough with a rework loop, a customer review with an issue-resolution loop, handover confirmation, and a feedback request sent two days later. Supervisors complete the walkthrough and fix tasks, and customers respond through emailed forms without needing an account.
Business Outcomes
- Fewer handovers delayed by missed defects, since rework is tracked and re-checked before customer review
- Clearer accountability for who signed off the job at each stage, recorded on the project timeline
- Faster resolution of customer-reported issues through a dedicated fix task and re-review loop
- More consistent handover communication, with care instructions and warranty period sent automatically
- Improved visibility into customer satisfaction through post-handover feedback collected on every job
Workflow Steps
Steps
- 1Create Pool Project Recordcreate record
Creates the pool project record from the practical completion form submission.
- 2Set Status: Final Checkupdate record
Sets the record status to Final Check at intake.
- 3Supervisor Walkthroughcreate task
Assigns the supervisor a task to walk through the completed job and record the result.
- 4Save Walkthrough Resultupdate record
Persists the supervisor's walkthrough result and rework list to the record.
- 5Route on Walkthrough Result
Routes to rework or customer review based on the supervisor's walkthrough result.
walkthrough_result: "Rework needed"→Set Status: Reworkwalkthrough_result: "Ready for handover"→Set Status: Customer ReviewDefault→Set Status: Customer Review - 6Set Status: Reworkupdate record
Sets the record status to Rework.
- 7Supervisor Rework Taskcreate task
Assigns the supervisor a task to complete the rework listed and record what was done with photos.
- 8Save Rework Resultupdate record
Persists the rework done and photos to the record.
- 9Return to Supervisor Checkrestart from step
Restarts the workflow from the supervisor walkthrough step to re-check the job after rework.
- 10Set Status: Customer Reviewupdate record
Sets the record status to Customer Review before sending the review form to the customer.
- 11Send Customer Review Formrequest external input
Emails the customer the works summary, care instructions and warranty period, and asks them to accept the work or report an issue.
- 12Save Customer Decisionupdate record
Persists the customer's decision and comments to the record.
- 13Route on Customer Decision
Routes to issue resolution or handover based on the customer's decision.
customer_decision: "Report an issue"→Set Status: Customer Issuecustomer_decision: "Accept the work"→Set Status: Handed OverDefault→Set Status: Customer Issue - 14Set Status: Customer Issueupdate record
Sets the record status to Customer Issue.
- 15Supervisor Fix Taskcreate task
Assigns the supervisor a task to address the customer's reported issue and record the fix made with photos.
- 16Save Issue Fixupdate record
Persists the fix made and photos to the record.
- 17Return to Customer Reviewrestart from step
Restarts the workflow from the customer review request step after the issue has been fixed.
- 18Set Status: Handed Overupdate record
Sets the record status to Handed Over once the customer accepts the work.
- 19Send Thank-You Emailsend email
Emails the customer a thank-you with the works completed, equipment installed, care instructions and warranty period for their records.
- 20Wait 2 Days Before Feedback Request
Pauses for two days after handover before requesting customer feedback.
- 21Send Feedback Requestrequest external input
Emails the customer a feedback form with a 1-5 rating and comments.
Fields
- Pool Construction Supervisor Name*
- Customer Name*
- Customer Email*
- Site Address*
- Works Completed*
- Equipment Installed*
- +17 more fields
Forms
Pool Practical Completion Form
12 fields
Data Views
Pool Projects Overview
customer_name, site_address, works_completed, warranty_period_years +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 pool business?
Publish the template in your workspace and it's live immediately — there's no installation or development project. Your team can start submitting the practical completion form for real jobs right away.
What information do I need before starting a project record?
You'll need the supervisor and customer names, site address, works completed, equipment installed, any defects found at completion, before and after photos, care instructions and the warranty period. If a pool barrier certificate is required, add that too before submitting the form.
How does the rework loop work if the supervisor finds problems?
If the walkthrough result is 'Rework needed', the record status changes to Rework and the supervisor gets a task to complete the work and log what was done with photos. The workflow then returns to the walkthrough step automatically, so the job gets re-checked before moving on.
What happens when the customer reports an issue instead of accepting the work?
The status changes to Customer Issue and the supervisor is assigned a task to address it, recording the fix and photos. Once that's done, the workflow sends the customer review form again, so they can confirm the issue is resolved.
Can I change what's asked on the customer review or feedback forms?
Yes. Describe the change you want in plain English, or edit the form steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.
Who needs to be set up as a user for this to work?
Add your pool construction supervisors as workspace members so tasks like the walkthrough, rework and issue fix can be assigned to them. Customers never need an account — they respond through the request form and emailed forms.
Does the customer need to create an account to review the work?
No. The customer receives an emailed form with the works summary, care instructions and warranty period, and responds directly by choosing to accept the work or report an issue. The same applies to the feedback request sent after handover.
What gets recorded on the project once it's handed over?
The record keeps a timeline of every status change — Final Check, Rework, Customer Review, Customer Issue and Handed Over — along with the walkthrough result, rework details, customer decisions and any fixes made. This gives you a record of what happened on each job, though you should confirm what your own compliance or record-keeping obligations require.
When is customer feedback collected and where does it go?
Two days after the status is set to Handed Over, the workflow emails the customer a feedback form asking for a 1-5 rating and comments. Their responses are saved to the record, so you can review satisfaction across projects in your table views.
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