Workflow Template

Rendering / cladding completion handover Workflow

Manages the end-of-job handover process for a rendering and cladding business: supervisor quality check, rework loop, customer review with accept/issue routing, issue-fix loop, final handover notification, and post-handover feedback request.

Rendering and cladding businesses handling multiple site completions need a consistent, visible way to confirm quality before a job is handed to the customer. This workflow manages the full end-of-job process, from a supervisor's final walkthrough and any rework, through customer review with accept or issue routing, to a final handover notification and post-handover feedback request. Supervisors, lead renderers and customers are each involved at defined points, with every decision and outcome captured on the job record.

Business Outcomes

Helps reduce handover disputes by capturing supervisor sign-off before jobs reach the customer
Supports faster resolution of rework and customer-reported issues through structured task loops
Improves visibility of job status across teams with a single record and timeline per job
Makes it easier to maintain a consistent customer experience from completion through feedback
Streamlines collection of before/after photos, care instructions and warranty details for each job

Workflow Steps

Steps

1
Create Job Recordcreate record
Registers the completed job as a record from the submitted completion form.
2
Set Status to Final Checkupdate record
Sets the record status to Final Check.
3
Supervisor Walkthroughcreate task
Assigns the supervisor a task to walk through the completed job and record the outcome.
4
Route Supervisor Walkthrough Result
Branches based on whether the job is ready for handover or needs rework.
supervisor_result: "Ready for handover"→Set Status to Customer Review
supervisor_result: "Rework needed"→Set Status to Rework
Default→End
5
Set Status to Reworkupdate record
Sets the record status to Rework.
6
Lead Renderer Rework Taskcreate task
Assigns the lead renderer a task to complete the listed rework and record what was done.
7
Return to Supervisor Checkrestart from step
Restarts the workflow from the supervisor walkthrough step to re-check the reworked job.
8
Set Status to Customer Reviewupdate record
Sets the record status to Customer Review.
9
Send Customer Review Formrequest external input
Emails the customer a review form summarising the completed work and asks them to accept or report an issue.
10
Route Customer Decision
Branches based on whether the customer accepted the work or reported an issue.
customer_decision: "Accept the work"→Set Status to Handed Over
customer_decision: "Report an issue"→Set Status to Customer Issue
Default→End
11
Set Status to Customer Issueupdate record
Sets the record status to Customer Issue.
12
Supervisor Fix Customer Issuecreate task
Assigns the supervisor a task to address the customer's reported issue and record the fix made.
13
Return to Customer Reviewrestart from step
Restarts the workflow from the customer review request so the customer can review the fix.
14
Set Status to Handed Overupdate record
Sets the record status to Handed Over.
15
Send Thank-You Emailsend email
Emails the customer a thank-you message with job details and warranty information for their records.
16
Wait Two Days Before Feedback
Pauses for two days before requesting customer feedback.
17
Send Feedback Requestrequest external input
Emails the customer a short feedback form with a 1-5 rating and comments.

Fields

Lead Renderer Name*
Customer Name*
Customer Email*
Site Address*
Areas Rendered or Clad*
Product System*
+17 more fields

Forms

Job Completion Handover Form

12 fields

Data Views

Handover Jobs

customer_name, site_address, areas_rendered_clad, warranty_period_years +1 more

Dashboard Widgets

Jobs by Handover Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

rendering / cladding completion handoverrendering and claddinghandovertradetrades

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Similar Categories

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FAQs

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

The record captures the Walkthrough Result and any Rework List from the supervisor's check, Rework Done Notes and Rework Photos from the lead renderer, and the customer's decision and comments from the review form. It also records Fix Made Notes and Fix Photos if a customer issue is raised, along with the job's status changes and a full timeline of these events.

Who is involved in the supervisor walkthrough and rework steps?

The supervisor is assigned the walkthrough task and records whether the job is ready for handover or needs rework. If rework is needed, the lead renderer is assigned a task to complete the listed work and record what was done, after which the workflow returns to the supervisor for a re-check.

How does the workflow handle a customer reporting an issue?

When the customer selects 'Report an issue' on the review form, the record status changes to Customer Issue and the supervisor is assigned a task to address it, recording Fix Made Notes and Fix Photos. The workflow then returns to the customer review step so the customer can review the fix before the job proceeds to handover.

What happens when the customer accepts the work?

If the customer selects 'Accept the work', the record status is set to Handed Over and a thank-you email is sent with job details and warranty information for their records. Two days later, a feedback request with a 1-5 satisfaction rating and comments field is emailed to the customer.

How do we change this workflow for our own process?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept for reference. This makes it possible to add extra checks, change task assignments, or adjust the wording of customer-facing forms and emails without a development project.

Who fills in the initial completion form and what information does it capture?

The Lead Renderer typically submits the completion form, which captures details such as Customer Name, Site Address, Areas Rendered or Clad, Product System, Colour and Finish, Before and After Photos, Care Instructions and Warranty Period. This information creates the job record that flows through the rest of the handover process.

Can the customer track the status of their job during handover?

Each job is a record with a reference number and a status, such as Final Check, Rework, Customer Review, Customer Issue or Handed Over, which is visible in table views and dashboards within the workspace. Customers themselves interact through emailed forms at the review and feedback stages, without needing to log in or hold an account.

What is recorded if the supervisor walkthrough result doesn't match the expected outcomes?

The routing step checks the Supervisor Walkthrough Result against 'Ready for handover' or 'Rework needed', with an otherwise path available for any other value entered. This ensures the workflow has a defined path even if the result doesn't match the two expected outcomes, and the value entered is still saved on the record.

How is customer feedback collected after the job is handed over?

Two days after the Thank-You Email is sent, the workflow emails the customer a short feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Since the workflow does not wait for this form, responses are saved with that feedback task and shown in the record's task list.

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