Workflow Template

Scaffold design / requirement intake Workflow

Intake workflow for builders to submit scaffold requirements, route to a scaffold designer for engineering assessment, pricing and design, obtain builder approval on the design/price via an external review form (with a bounded revision loop), and hand off to the office to book erection once approved.

Scaffold requirement intake often gets stuck in email threads between builders, designers and the office, with pricing and approvals hard to track. This workflow captures the builder's requirements on a form, routes the job to a scaffold designer for engineering assessment and pricing, sends the design to the builder for approval through an external review form with a bounded revision loop, then hands off to the office to book the erection date. Scaffold designers and office staff run their steps as tasks, while builders take part entirely through emailed forms with no account needed.

Business Outcomes

Cuts back-and-forth email chasing between builders, designers and the office
Gives every job a reference number and a clear status from intake through to booking
Speeds up design turnaround with a 5-day due date on the initial design task
Keeps revisions structured with a bounded review loop instead of open-ended email threads
Makes handoff to erection booking automatic once the builder approves the design

Workflow Steps

Steps

1
Create Requirement Recordcreate record
Registers the submitted scaffold requirement as a record.
2
Set Status: New Requirementupdate record
Sets the requirement status to New Requirement.
3
Send Acknowledgement Emailsend email
Emails the builder an acknowledgement with their reference number.
4
Designer: Prepare Scaffold Designcreate task
Scaffold designer assesses engineering needs and prepares the design, price and hire rate, due in 5 days.
5
Save Design to Recordupdate record
Saves the engineering decision, design drawings, summary, price and hire rate to the record.
6
Set Status: Awaiting Approvalupdate record
Sets the requirement status to Awaiting Approval.
7
Request Builder Reviewrequest external input
Sends the builder the design summary, duty rating, price and hire rate and asks them to approve or request changes.
8
Route on Builder Decision
Routes the workflow depending on whether the builder approved or requested changes.
builder_decision: "Approve"→Set Status: Approved
builder_decision: "Request changes"→Set Status: Revising
Default→Set Status: Revising
9
Set Status: Revisingupdate record
Sets the requirement status to Revising when the builder requests changes.
10
Designer: Revise Designcreate task
Scaffold designer updates the design, price and hire rate based on the builder's comments, due in 3 days.
11
Save Revised Design to Recordupdate record
Saves the revised design summary, drawings, price and hire rate to the record.
12
Send Back to Builder for Reviewrestart from step
Closes this iteration and restarts from the builder review step so the builder can review the revised design again.
13
Set Status: Approvedupdate record
Sets the requirement status to Approved when the builder approves the design.
14
Send Approval Confirmationsend email
Emails the builder confirming the scaffold design has been approved.
15
Office: Book Erection Datecreate task
Creates a fire-and-forget task for the office to book the erection date, due in 2 days.

Fields

Builder Name*
Builder Email*
Builder Mobile*
Company*
Project Name*
Site Address*
+17 more fields

Forms

Scaffold Requirement Form

15 fields

Data Views

Scaffold Requirements

company, project_name, site_address, duty_rating_requested +2 more

Dashboard Widgets

Requirements by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

scaffold design / requirement intakescaffoldingtradetrades

Similar Workflows

scaffold tag status update scaffold dismantle and site clearance scaffold alteration request and approval

Similar Categories

trades home services

FAQs

How do I set up this workflow for my scaffold business?

Publish the template in your workspace and it's live immediately, no installation or setup project required. You can then adjust the request form fields or task steps to match how your team already works.

What information do I need from the builder to get started?

The public request form collects builder and company details, site address, building height, elevations to scaffold, duty rating needed, access requirements, start date, duration and drawings. This gives the designer everything needed to start the engineering assessment without a separate intake call.

Who is responsible for pricing and design in this process?

A scaffold designer is assigned the design task, with 5 days to assess engineering needs and prepare the design, price and hire rate. If the builder requests changes, the same designer role handles the revision task, due in 3 days.

What happens when the builder requests changes to the design?

The status moves to Revising and the designer gets a revision task to update the design, price and hire rate based on the builder's comments. Once saved, the workflow sends the builder the revised design for another review, so the loop stays bounded to review-and-revise cycles rather than open-ended emails.

Does the builder need to log in to review and approve the design?

No. The builder reviews the design summary, duty rating, price and hire rate through an emailed form and responds with Approve or Request changes plus comments. No account or login is needed at any point in the process.

What happens after the builder approves the design?

The status updates to Approved, the builder gets an emailed confirmation, and the office is assigned a task to book the erection date within 2 days. That booking task is fire-and-forget, so the workflow moves on without waiting for it, though the erection date booked value is recorded on the task.

Can I customise the fields on the request form or design tasks?

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.

How does the workflow track where each job is at?

Every submission becomes a record with its own reference number, a status such as New Requirement, Awaiting Approval, Revising or Approved, and a timeline of what happened. Table views and dashboards let you see all jobs grouped by status at a glance.

Can this workflow send SMS updates to builders as well as email?

Yes, email and SMS are both built into the platform. A workspace can send through its own AWS SES, AWS SNS or Twilio account if it wants messages to come from its own numbers or addresses.

Ready to use this workflow?

Create a free account and customise this workflow for your business.