Practical completion / punch list Workflow

What happens if the project manager finds items still outstanding after re-inspection?

The workflow routes the record back to the site supervisor remediation task automatically when the re-inspection result is 'Items outstanding'. This return-to-supervisor cycle can repeat up to 3 times, with each round saving updated completed items, outstanding items and photos to the record. If items are still outstanding after the third cycle, the record's timeline shows the full history of attempts for the project manager to review.

Can this handle a client who doesn't accept practical completion?

Yes. When the client's decision is 'Items remain', the status is set to Client Items and the site supervisor is assigned a task to action the client's remaining items with photos. Once that work is saved to the record, the workflow returns to the client acceptance request, and this loop can repeat up to 2 times.

What if the client doesn't respond to the punch list or acceptance emails?

The client acceptance request is an emailed form the client completes without needing an account, and the record's status stays at Awaiting Client until a decision is recorded. The record's timeline and status views show which projects are pending a client response, so the project manager can follow up directly.

Who is responsible for each task in this workflow?

The site supervisor is assigned the initial punch list remediation task, any client items remediation task, and both are due within a set number of days of assignment. The project manager is assigned the re-inspection task and the final task to record the practical completion and defects liability dates. Both roles are workspace members who receive their tasks directly and enter results the workflow waits on before continuing.

What happens at the re-inspection decision point?

The project manager's re-inspection result routes the record one of two ways: 'All items complete' moves the record to client notification and the Awaiting Client status, while 'Items outstanding' sends it back to the site supervisor. Both the result and the project manager's notes are saved to the record so the reasoning behind the routing is visible in the timeline.

Can we customise the due dates or the number of remediation cycles?

Yes, the workflow's steps, task due dates and cycle limits can be adjusted either by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes to timelines or cycle counts can be reviewed or reverted if needed.

How does the client submit the punch list acceptance decision?

The client receives an emailed form asking them to accept practical completion or flag remaining items, along with a comments field. They complete this without logging in or creating an account, and their decision and comments are saved directly to the project record.

What information ends up on the final record once the project is practically complete?

The record holds the original punch list details, every round of supervisor completed/outstanding items and photos, each re-inspection result and notes, the client's decision and comments, and the final practical completion date and defects liability period end date. The record's status is set to Practically Complete once these final dates are saved, and the full sequence is visible in the record's timeline. Each business should confirm this record meets its own compliance and record-keeping needs.

What if a project has an unusually large number of punch list items?

The request form captures the number of punch list items along with locations, descriptions, trades responsible and photos for each, so larger punch lists are captured in the same structured record. The site supervisor's remediation task then records completed and outstanding items together, regardless of list size, keeping the whole set tracked in one place.