Solar installation pre-start checklist Workflow

What does this workflow record for each pre-start checklist?

Each submission creates a record with a reference number, a status, and a timeline capturing every step that occurs. The record stores all checklist answers submitted by the installer, including roof and safety details, photos, and the recorded result, along with any supervisor review information entered later. Status values such as Submitted, Cleared, and Work Stopped are visible on the record and in table views and dashboards.

Who is involved in the pre-start checklist and clearance process?

Installers complete the initial pre-start checklist through a request form, providing site, safety, and hazard information along with their recorded result. If the result indicates work should stop, a supervisor is assigned a task to review the issues, record corrective actions, and decide whether the site is now safe to start. Installers receive email notifications at key points, including when the site is cleared or when work must not start.

What happens if the installer records a 'Not safe - stop work' result?

The record's status is set to Work Stopped and the installer is emailed to confirm that work must not start. A supervisor is then assigned a task to review the issues found, record corrective actions taken, and determine whether the site is now safe to start. This information is saved to the record before the workflow proceeds.

How is the supervisor's safety decision handled?

Once the supervisor records whether the site is now safe to start, the workflow routes based on that decision. If the supervisor confirms it is safe, the status is set to Cleared and the installer is emailed with the corrective actions taken. If the supervisor determines it is still not safe, the checklist is returned to the supervisor for further review, and the record's timeline reflects this ongoing cycle.

How do we change or customise this workflow?

A workspace admin can describe the desired change in plain English or edit the steps directly in the workflow editor, such as adjusting checklist questions or notification wording. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This allows the checklist and routing logic to be adapted as site safety requirements evolve.

Can the checklist questions or roof and hazard details be adjusted?

Yes, the fields on the request form, including roof type, fall protection, hazard details, and photo requirements, can be edited in the workflow editor or updated by describing the change in plain English. Any changes take effect for future submissions while the record and timeline of past checklists remain intact. This makes it straightforward to tailor the checklist to different job types or regulatory considerations relevant to the business.

How does the workflow notify installers of the outcome?

Built-in email is used to notify installers at each key decision point, including when the site is cleared to start, when work must not start, and when the site is cleared after corrective actions. A workspace can optionally send these emails through its own AWS SES account. Installers do not need an account to receive or respond to these notifications.

What visibility does the workspace have into checklist progress and stop-work situations?

Table views and dashboards display checklist records by status, making it possible to see at a glance which sites are Submitted, Cleared, or in a Work Stopped state. Workspace activity, including task assignments and status changes, is logged against each record. Each business should confirm this level of record-keeping meets its own safety and compliance obligations.