Scaffold dismantle and site clearance Workflow

Why should we automate scaffold dismantle sign-off instead of managing it on paper or spreadsheets?

Manual dismantle sign-off often relies on supervisors emailing checklists and chasing clients by phone for confirmation, with no central record of what was agreed. This workflow captures the pre-dismantle checklist, clean-up work and client confirmation on a single record with a status and timeline, so anyone in the office can see where a dismantle stands without contacting the supervisor. It also reduces the risk of off-hire notices going out before a site has actually been confirmed clear.

What is the ROI of using this workflow compared to handling clean-up and confirmation manually?

The workflow removes manual steps such as drafting confirmation emails, tracking clean-up tasks separately, and remembering to flag damaged components to the office. Supervisors and crews get assigned tasks automatically when clean-up is outstanding, and the builder/client receives a form by email rather than needing a phone call or account setup. This frees up administrative time and reduces the chance that a damaged component charge is missed after the record is closed.

What happens if the site is not clear when the supervisor submits the pre-dismantle checklist?

If the Result is 'Items outstanding', the record status is set to Clean-up Required and the scaffolding crew is assigned a task to complete the remaining work. The workflow waits for the crew to record what was done and upload photos of the completed clean-up before moving the record forward to Awaiting Confirmation.

Who confirms that the site is actually clear, and how is that captured?

Once the record reaches Awaiting Confirmation, the builder or client is emailed a form asking them to confirm the site is clear or report an issue, with space for comments. The workflow waits for their reply, and their answer is saved on the record, giving the business a documented client-side confirmation rather than a verbal one.

What happens if the builder or client raises an issue instead of confirming the site is clear?

If the Site Confirmation answer is 'Issue to report', the supervisor is assigned a task to review the client's comments and record the fix made. The workflow waits for this task before the record can move on, ensuring reported issues are addressed and documented before the scaffold is marked off-hired.

How are damaged or missing components tracked for charging?

The pre-dismantle checklist captures counts of standards, ledgers, boards and fittings returned, along with any damaged or missing components noted by the supervisor. Once the scaffold is off-hired, a task is created for the office, due in 2 days, to record the damaged or missing components for charging along with an estimated charge amount; this task information stays with the task rather than the main record.

Can the checklist questions or clean-up steps be changed for different site types or contract terms?

Yes, the request form fields, task assignments and messages can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

Does the builder or client need to create an account to confirm the site is clear?

No, the builder or client receives the confirmation form by email and responds directly without needing to log in or set up an account. Their response, including any comments, is saved to the scaffold dismantle record once submitted.

What does the record show once the scaffold has been off-hired?

The record's status moves through Dismantled, Clean-up Required (if applicable), Awaiting Confirmation and finally Off-hired, with each step logged in the record's timeline. The builder or client also receives an email confirming the scaffold has been dismantled and off-hired, including the dismantle date, giving them written confirmation alongside the platform's record.