Scaffold alteration request and approval Workflow

Do I need to set this workflow up from scratch, or is it ready to use?

The workflow is ready to use as a template, so your workspace can publish it and start taking scaffold alteration requests within minutes. There's no installation or development project involved — you just publish it and the live process runs straight away.

Can my team customise the steps or wording to match our own process?

Yes, you can change any part of the workflow by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions are kept, so you can review what's changed over time.

Who is involved in reviewing and approving a scaffold alteration request?

The scaffolding supervisor gets a task to review each request and record a decision — approved, engineering needed, or not approved. Depending on that decision, the office may be assigned a task to arrange engineering sign-off, and the crew is later assigned the task of carrying out the alteration, with the supervisor doing a final safety inspection.

What happens if the supervisor decides engineering review is needed?

The record status changes to Engineering Review, the requester is emailed to let them know an engineer must check the proposed change, and the office is assigned a task to arrange engineering sign-off and record the approval document. Once that's saved, the record moves to Scheduled and the crew is assigned the alteration work.

What happens if the supervisor's inspection finds the scaffold isn't safe?

If the inspection result comes back as not safe, the workflow automatically sends the request back to the crew alteration task for rework. This loop continues until an inspection records the scaffold as safe for use, at which point the record status changes to Completed and the requester is notified.

Is this suitable for tracking multiple scaffold alteration requests across different sites?

Yes, each submitted request becomes its own record with a reference number, a status and a timeline of what's happened. Table views and dashboards let your team see requests across sites by status, so you can spot what's pending review, scheduled, or completed.

Do requesters need an account to submit or track their alteration request?

No account is needed — requesters submit through a public request form and receive updates by email, including their reference number and status changes at each stage. They're notified automatically when the request is not approved, when engineering review is required, and when the alteration is complete.

Can my team send notifications through our own email or SMS setup?

Yes, a workspace can optionally send emails and texts through its own AWS SES, AWS SNS or Twilio account rather than the built-in sending. This applies to any of the notifications in this workflow, such as the acknowledgement, engineering review notice, or completion email.

What gets recorded if we ever need to show how a request was handled?

The record keeps a timeline of status changes — Requested, Not Approved, Engineering Review, Scheduled, Completed — along with the supervisor's decision and comments, the engineer's approval document, and the crew's alteration and inspection notes. Each business should confirm what record-keeping its own compliance obligations require, but this timeline gives a clear history of what happened and when.