Scaffold pre-erection site assessment Workflow

Do I need any technical skills to set this workflow up?

No — the template is ready to use as soon as your workspace publishes it, so there's no installation or development project involved. If you later want to change a step, you can describe the change in plain English or edit it directly in the workflow editor, and earlier versions are kept so you can always see what changed.

Can my team customise what happens when an engineered design is needed?

Yes. The routing step that checks the Engineered Design Needed answer, along with the client email and the office task that follows it, can all be adjusted through the workflow editor or by describing the change you want in plain English. This makes it straightforward to adapt the wording, the task details, or add extra steps as your process evolves.

Who is actually involved in reviewing and revising an assessment?

The scaffolding manager reviews the submitted assessment and records their decision and comments, and if changes are needed, the assessor updates ground conditions, power line clearances and duty rating based on that feedback. These are assigned as tasks to team members within your workspace, with no need for the assessor or manager to have any special access setup.

What happens if the manager requests changes to an assessment?

The status moves to Revising and the assessor is asked to update ground conditions, overhead power line clearances and duty rating based on the manager's comments. Once the assessor submits those updates, the workflow automatically returns to the manager review step so the revised assessment gets a fresh look.

Is this suitable for scaffold jobs that don't need an engineered design?

Yes. Once the manager approves an assessment, the workflow checks the Engineered Design Needed answer — if it's No, the status moves straight to Ready to Quote, the client gets an assessment summary email, and an estimator task is created to prepare the quote. Jobs that do need a design instead move to a Design Needed status and trigger a client notification and an office task to arrange it.

Does the client need to log in or create an account to take part?

No. Builders and clients take part through emailed communications and never need to set up an account. In this workflow they receive an email if an engineered design is needed, and a summary email once their assessment is approved.

Where do the photos and site details submitted on the form end up?

Everything submitted on the request form — including photos, building height, ground conditions and duty rating — is saved to the record when it's created. You can see the full picture, along with the manager's review decision and any revisions, in the record's timeline.

What do the estimator and office tasks actually record?

Since the workflow doesn't wait for the office to arrange the design or for the estimator to prepare the quote, the details they enter — Design Arranged With and Quote Reference — stay with those individual tasks rather than being saved to the main record. You can still see these tasks listed against the record so nothing gets lost.

How do we track the overall status of an assessment?

Every assessment is a record with a reference number, a status such as Assessment Review, Revising, Design Needed or Ready to Quote, and a full timeline of what happened. Table views and dashboards in your workspace let you see records grouped by status so you can spot bottlenecks quickly.