Site Induction and Acknowledgement Workflow

What does this workflow record for each induction?

The workflow records the intake details submitted on the request form, including site address, induction date, topics covered, licences or tickets, and emergency contact and medical information. It also records the induction status as it changes from Awaiting Acknowledgement to Inducted, the inductee's confirmation and any question they raised, and the inductor's recorded answer. All of this is visible on the record's timeline alongside a reference number.

Who is involved in running an induction?

The person submitting the intake form provides the inductee's details, site information and topics covered. The inductee receives an emailed acknowledgement form to confirm understanding and raise questions, without needing an account. The named inductor is assigned a task to answer any question the inductee raises, and this task is due in one day and must be completed before the record moves forward if a question was submitted.

What happens if the inductee doesn't ask a question?

If the inductee leaves the question field blank on the acknowledgement form, the workflow proceeds directly to marking the record Inducted. There is no inductor task created in that case, since the routing step only creates the task when a question has been submitted. The record still updates its status and sends the final confirmation email as usual.

What happens when the inductee raises a question?

When the inductee submits a question on the acknowledgement form, the workflow creates a task for the named inductor to record the answer given, due in one day. Because the workflow waits for this task, the answer entered by the inductor is saved directly to the induction record. Once the answer is saved, the record status is updated to Inducted and the confirmation email is sent.

How do we change who is assigned as the inductor?

The inductor for each induction is specified on the initial request form, so it can be set per record at intake. To change how inductor tasks are assigned more broadly, a workspace admin can edit the workflow's steps in the workflow editor or describe the change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed over time.

How do we customise the topics covered or emergency procedures reminder?

The topics covered are captured on the intake form and shown to the inductee on the acknowledgement form, so updating the topics per site or induction is done at the point of submission. The wording of the acknowledgement form and the confirmation email, including the emergency procedures reminder, can be adjusted by editing the workflow's steps directly or by describing the desired change in plain English. Because earlier versions are retained, teams can revert if needed.

Where can we see the status of inductions across the organisation?

Each induction is a record with its own reference number, status and timeline, and table views and dashboards display records grouped by status such as Awaiting Acknowledgement and Inducted. This gives admins and members a consolidated view of induction activity across sites, workers, subcontractors, visitors and delivery drivers. Workspace activity related to the workflow is also logged.

Does the inductee need to create an account to complete the acknowledgement?

No, the inductee completes the acknowledgement form emailed directly to them and never needs to create an account. The same applies to the initial intake and the final confirmation email, both of which reach the inductee through email without requiring login access. This keeps the process straightforward for workers, subcontractors, visitors and delivery drivers alike.

What should we confirm about our own record-keeping obligations?

This workflow records the statuses, form responses, and inductor's recorded answers on each induction record's timeline, which can support a business's own documentation practices. Each organisation should confirm independently what site induction and acknowledgement records it is required to keep and for how long, based on its own regulatory and workplace safety obligations. The workflow provides a consistent record of what happened but does not itself determine compliance requirements.