Scaffold handover / inspection certificate Workflow

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

Publish the template as-is and it's live in minutes, ready to take submissions through the request form. The form already captures the scaffold details, checks and inspection result needed to start a record, so no development work or setup project is required. You can adjust wording, fields or steps afterwards by describing the change in plain English or editing it in the workflow editor.

Who needs to be set up as a user before this goes live?

Add the scaffolding crew and scaffolder as workspace members so tasks like rectification, re-inspection and query response can be assigned to them. The builder or client never needs an account — they take part through the emailed acceptance form. Admins can monitor every record's status and timeline from the dashboard.

What happens if the scaffold fails the initial inspection?

The record status changes to Rectification and the scaffolding crew is assigned a task to fix the failed checks shown from the inspection. Once they mark rectification done, the notes are saved to the record and the scaffolder is assigned to re-inspect and record a new result. That result then routes the record forward again, either to handover acceptance or back into rectification.

How many times can a scaffold go through rectification?

If the re-inspection still comes back Not safe, the workflow sends it back to the crew for further rectification, up to 2 times. Each cycle saves the rectification notes and re-inspection result to the record, so the full history of attempts is visible in the timeline. This keeps repeated fixes tracked rather than lost in side conversations.

What does the builder or client actually see and do?

Once the scaffold is ready, they receive an emailed form summarising the scaffold with an option to accept the handover or raise a query, plus a comments field. They don't need to create an account or log in — they respond directly from the email. Their decision is saved on the record and determines what happens next.

What happens if the builder or client raises a query instead of accepting?

The workflow assigns the scaffolder a task to respond to the query, and the workflow waits for their reply before continuing. That response is saved to the record, so there's a clear log of what was asked and how it was answered. The record stays in Awaiting Acceptance status until the handover decision is resolved.

Can I change the inspection checklist or add extra fields?

Yes — describe the change you want in plain English, or open the workflow editor and adjust the steps and form fields directly. Earlier versions of the workflow are kept, so you can review or roll back changes. This makes it straightforward to tailor the checklist to different scaffold types or site requirements over time.

How is the final handover confirmed and recorded?

Once the builder or client accepts, the status changes to Handed Over and an email confirms the scaffold is tagged safe for use. Every step along the way — inspection result, rectification notes, re-inspection results, query responses and the final decision — is kept in the record's timeline. Each business should confirm what records it needs to retain to meet its own compliance obligations.

Do I need any extra integrations to run this workflow?

No. Email is built in for sending the handover acceptance form and confirmation, so nothing extra needs to be connected to get started. If a workspace wants to send email through its own AWS SES account, that can be configured separately, but it isn't required to run the process.