Silicone / sealant completion inspection Workflow

Why should we automate silicone/sealant completion inspections instead of handling them manually?

Manually tracking inspection results, rectification work, and re-inspections across multiple jobs makes it easy to lose track of which records are still open. This workflow captures the inspection checklist once, automatically sets the record status, and assigns rectification and re-inspection tasks so nothing depends on someone remembering to follow up. It also emails the customer automatically at each outcome, reducing the admin load on office staff.

What is the ROI of using this workflow compared to spreadsheets or email chains?

Spreadsheets and email chains require someone to manually update status, chase the tiler for rectification, and remember to notify the customer at each stage. This workflow handles those steps automatically once the inspection form is submitted, so staff time is spent on rectification work itself rather than on tracking it. Every record also keeps a timeline of what happened, making it easier to review job history without digging through separate files.

Who is involved in this workflow and what tasks are they assigned?

The inspector submits the initial completion inspection via the request form. If the result is a fail, a tiler is assigned a task to rectify the failed checks within 2 days, recording the work done and photos. The inspector is then assigned a re-inspection task due in 1 day to confirm whether the rectified work passes.

What happens if the sealant work fails the completion inspection?

A failed result sets the record status to Rectification and assigns the tiler a task to fix the failed checks, capturing rectification notes and photos. Once rectification is complete, the inspector re-inspects the work and records a re-inspection result and notes on the record. If the re-inspection also fails, the workflow loops back to the tiler for up to two rectification cycles.

What happens when the sealant work passes, either on first inspection or after rectification?

If the initial inspection passes, the record status is set to Passed and the customer is emailed to confirm the sealant work passed. If the work passes after one or more rectification cycles, the status is also set to Passed and the customer receives a separate email confirming the work was rectified and passed.

Can we customise the inspection checklist or the rectification and re-inspection deadlines?

Yes, the workflow can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to add or remove checklist items, or change the rectification and re-inspection due dates, without needing a development project.

Do customers need to create an account to receive inspection updates?

No, customers take part through emailed forms and notifications tied to their inspection record, without needing to log in or create an account. They receive an acknowledgement email with their reference number after submission, followed by a pass or rectified-and-passed email depending on the outcome.

How many times can the rectification and re-inspection cycle repeat?

The workflow allows the rectification cycle to loop back to the tiler up to two times if the re-inspection continues to fail. Each cycle records the rectification work, photos, re-inspection result, and notes on the record, building a full history of what was checked and fixed before the final pass.

What information is kept on the inspection record for future reference?

The record stores the original inspection checklist responses, inspection photos, status changes, rectification work details and photos, and re-inspection results and notes as they occur. Each record also has a reference number and a timeline showing what happened at each stage, which businesses can use to support their own record-keeping obligations.