Workflow Template
Scaffold daily / periodic inspection Workflow
Captures scaffold inspection results from the field, routes safe scaffolds to a pass notification, and routes unsafe/tagged-out scaffolds through a rectification-and-reinspection loop (crew fixes issues, inspector re-checks, up to 2 cycles) before notifying the builder/client and closing out as Safe for Use.
Scaffold inspection results, tag-outs and rectification work often get scattered across paper checklists and phone calls, making it hard to prove a scaffold is safe before crews climb it again. This workflow captures the inspection from the field, automatically routes safe scaffolds to a client pass notification, and sends unsafe scaffolds through a rectification-and-reinspection loop where the crew fixes issues and the inspector re-checks, up to two cycles, before the builder or client is notified and the record is closed out as Safe for Use. It's run by scaffolding crews and inspectors, with builders and clients kept informed by email throughout.
Business Outcomes
- Reduces time between a failed inspection and a documented re-check by assigning rectification tasks with a 1-day target
- Helps cut down on paper checklists and lost inspection records by capturing every check on one record
- Makes it easier to show a full timeline of tag-outs, fixes and re-inspections for each scaffold
- Speeds up client communication with automatic pass and rectified-and-passed notifications
- Supports consistent handling of unsafe scaffolds with a structured rectification loop capped at 2 cycles
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as a scaffold_inspection record.
- 2Set Status: Submittedupdate record
Sets the inspection status to Submitted immediately after intake.
- 3Route on Overall Result
Branches based on whether the scaffold was found safe or unsafe.
overall_result: "Safe for use"→Set Status: Safe for Useoverall_result: "Unsafe - tagged out"→Set Status: RectificationDefault→End - 4Set Status: Safe for Useupdate record
Marks the inspection status as Safe for Use.
- 5Email Client: Scaffold Passedsend email
Notifies the builder/client that the scaffold passed inspection.
- 6Set Status: Rectificationupdate record
Marks the inspection status as Rectification when the scaffold is tagged out unsafe.
- 7Crew: Rectify Failed Checkscreate task
Assigns the scaffolding crew a task to fix the failed checks within 1 day.
- 8Inspector: Re-inspect Scaffoldcreate task
Assigns the inspector a task to re-inspect the scaffold within 1 day and record the outcome.
- 9Save Re-inspection Resultupdate record
Persists the re-inspection result and notes to the record.
- 10Route on Re-inspection Result
Branches based on whether the re-inspection passed or failed.
reinspection_result: "Safe for use"→Set Status: Safe for Use (Post-Rectification)reinspection_result: "Unsafe - tagged out"→Loop Back to Crew for Further RectificationDefault→End - 11Loop Back to Crew for Further Rectificationrestart from step
Restarts the workflow from the crew rectification task since the re-inspection still failed, up to 2 times.
- 12Set Status: Safe for Use (Post-Rectification)update record
Marks the inspection status as Safe for Use after successful rectification and re-inspection.
- 13Email Client: Rectified and Passedsend email
Notifies the builder/client that the scaffold was rectified and passed re-inspection.
Fields
- Inspector Name*
- Inspector Email*
- Builder/Client Name*
- Builder/Client Email*
- Site Address*
- Scaffold ID*
- +19 more fields
Forms
Scaffold Inspection Form
20 fields
Data Views
Scaffold Inspections
site_address, scaffold_id, inspection_type, overall_result +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 scaffold inspection workflow running for my team?
Publish the template in your workspace and it's ready to use straight away, no installation or setup project needed. Share the public request form link with inspectors, or have them submit inspections directly, and the workflow takes care of routing from there.
What do I need before I start using this workflow?
You need inspector and builder/client names and emails, the site address, scaffold ID and the checklist results for each inspection. Email is built in, so notifications to clients go out automatically once the workflow runs, with no extra setup required.
Who is responsible for each step in the process?
Inspectors submit the initial inspection and later carry out the re-inspection task. The scaffolding crew is assigned the rectification task when a scaffold is tagged out unsafe, and both tasks are tracked as assignments in the workflow with a 1-day target.
What happens when a scaffold is marked unsafe or tagged out?
The record status is set to Rectification and a task is assigned to the crew to fix the failed checks, recording what work was done and photos. Once that's complete, the inspector is assigned a re-inspection task and the outcome determines what happens next.
What happens if the re-inspection still fails?
The workflow loops back to the crew rectification task for further work, and this cycle can repeat up to 2 times. Each cycle's rectification notes, photos and re-inspection results are recorded on the record's timeline.
How does the workflow notify the builder or client?
If the scaffold passes on first inspection, an email is sent to the builder/client confirming it's safe for use. If it passes after rectification and re-inspection, a separate email confirms it was rectified and passed, and the record status is updated to Safe for Use in both cases.
Can I change the checklist items or task deadlines?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.
Where are inspection results and photos stored?
Answers entered on tasks the workflow waits for, like rectification work done and re-inspection results, are saved directly on the record. Each inspection is its own record with a reference number, current status and full timeline of what happened, visible in table views and dashboards.
Do builders or clients need an account to receive updates?
No, builders and clients are notified by email and never need to log in or create an account. They stay informed through the pass and rectified-and-passed notification emails sent automatically by the workflow.
Ready to use this workflow?
Create a free account and customise this workflow for your business.