Workflow Template
Scaffold tag / status update Workflow
Records every change to a scaffold's inspection tag, notifies the builder/client based on the new tag status, and manages the repair-and-reinspection loop for unsafe scaffolds until they are cleared for use.
Picture an inspector walking a site, spotting a scaffold that's now unsafe, and needing to alert the builder fast while making sure repairs actually happen before anyone climbs back up. This workflow logs every scaffold tag change as a record, automatically emails and texts the builder or client based on the new status, and runs a repair-and-reinspection loop that keeps looping back to the crew until the scaffold is cleared safe for use. Day to day, that means inspectors and crews get clear tasks with deadlines, and nobody has to manually track which scaffolds are still waiting on a fix or a follow-up check.
Business Outcomes
- Faster notification to builders and clients when a scaffold tag changes status
- Fewer missed follow-ups on unsafe scaffolds thanks to the automatic repair-and-reinspection loop
- Clear record of every tag update, reason, and photo tied to a reference number
- Reduced manual chasing between inspectors and scaffolding crews
- Better visibility into which scaffolds are still incomplete, unsafe, or cleared for use
Workflow Steps
Steps
- 1Create Scaffold Tag Recordcreate record
Creates a record for this scaffold tag update submission.
- 2Set Status to Tag Updatedupdate record
Sets the record status to Tag Updated immediately after the tag change is submitted.
- 3Route on New Tag Status
Routes handling based on the new tag status selected on the form.
new_tag_status: "Safe for use"→Set Status to Safe for Usenew_tag_status: "Incomplete - do not use"→Set Status to Incompletenew_tag_status: "Unsafe - do not use"→Set Status to UnsafeDefault→End - 4Set Status to Safe for Useupdate record
Updates the record status to Safe for Use.
- 5Email Safe for Use Noticesend email
Emails the builder/client that the scaffold is tagged safe for use, including the next inspection due date.
- 6Set Status to Incompleteupdate record
Updates the record status to Incomplete.
- 7Email Incomplete Noticesend email
Emails the builder/client that the scaffold must not be used until it is completed.
- 8Set Status to Unsafeupdate record
Updates the record status to Unsafe.
- 9Email Unsafe Noticesend email
Emails the builder/client that the scaffold must not be used.
- 10Text Unsafe Noticesend sms
Texts the builder/client that the scaffold must not be used.
- 11Crew: Repair Scaffoldcreate task
Assigns the scaffolding crew a task due in 1 day to carry out and record repairs.
- 12Save Repairs to Recordupdate record
Persists the crew's recorded repairs onto the scaffold tag record.
- 13Inspector: Re-inspect Scaffoldcreate task
Assigns the inspector a task due in 1 day to re-inspect the scaffold and record the result.
- 14Save Re-inspection Result to Recordupdate record
Persists the inspector's re-inspection result onto the scaffold tag record.
- 15Route on Re-inspection Result
Routes based on whether the re-inspection found the scaffold safe or still unsafe.
reinspection_result: "Safe for use"→Set Status to Safe for Use After Repairreinspection_result: "Still unsafe"→Loop Back to Crew for Further RepairsDefault→End - 16Loop Back to Crew for Further Repairsrestart from step
Restarts the process from the crew repair task because the scaffold is still unsafe, up to 2 times.
- 17Set Status to Safe for Use After Repairupdate record
Updates the record status to Safe for Use following successful repair and re-inspection.
- 18Email Repaired and Safe Noticesend email
Emails the builder/client that the scaffold has been repaired and is tagged safe for use.
Fields
- Inspector Name*
- Builder/Client Name*
- Builder/Client Email*
- Builder/Client Phone
- Site Address*
- Scaffold ID*
- +10 more fields
Forms
Scaffold Tag Update Form
13 fields
Data Views
Scaffold Tag Updates
site_address, scaffold_id, scaffold_location, new_tag_status +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send SMS in the workflow
Twilio
AWS SNSSend email in the workflow
AWS SES
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FAQs
Do I need any technical setup to start using this workflow?
No, the template is ready to use as soon as your workspace publishes it, and it runs the live process straight away. There's no installation or development project involved, so your team can start submitting scaffold tag updates right away.
Can my team customise the notification emails or the steps in this workflow?
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 adjust wording or steps over time without losing your history.
Who is responsible for repairs and re-inspection, and how are they assigned?
When a scaffold is tagged unsafe, the scaffolding crew is assigned a repair task due in one day, and their recorded repairs are saved to the record. Once repairs are logged, the inspector gets a re-inspection task, also due in one day, and their result is saved to the record too.
What happens if the re-inspection still finds the scaffold unsafe?
The workflow routes back to the crew for further repairs, restarting the repair-and-reinspection loop, and this can happen up to two times. This keeps the record and everyone involved aligned on the scaffold's real status until it's confirmed safe.
Do builders or clients need an account to receive updates or respond?
No, builders and clients are kept informed through emailed notices and can take part through a public request form or emailed forms, with no account needed. This keeps the process simple for people outside your workspace who just need to know the scaffold's status.
Is this workflow suitable for sites with multiple scaffolds running at once?
Yes, each scaffold tag submission creates its own record with a reference number, status, and timeline, so multiple scaffolds can be tracked independently. Table views and dashboards show records by status, making it easier to see which scaffolds are safe, incomplete, or still working through repairs.
What gets recorded when the tag status changes to unsafe?
The record captures the new tag status, reason, photos of the tag and scaffold, and the date submitted, along with the resulting status change on the record. This creates a timeline of what happened, which each business should review against its own inspection and record-keeping obligations.
Does the workflow notify builders by text as well as email?
Yes, when a scaffold is tagged unsafe, the builder or client receives both an email and a text notice that the scaffold must not be used. For other statuses like safe for use or incomplete, the workflow sends an email notice with the relevant details.
Ready to use this workflow?
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