Spoil / soil disposal tracking Workflow

Do I need any technical setup to start using this workflow?

No — once your workspace publishes this template it's ready to run straight away, with no installation or development project needed. Operators submit disposal details through a public request form or a form emailed to them, and they never need to create an account.

Can my team customise the steps or the routing rules?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you could add extra material classifications to the routing step or adjust the deadlines for site manager tasks. Earlier versions of the workflow are kept, so you can see what changed over time.

Who is responsible for testing when material is flagged as hazardous?

When material is classified as Contaminated, Acid sulfate soil, or Unknown - needs testing, the workflow sets the status to Environmental Review and emails the operator to stop moving the material. A site manager task then waits for test results, the corrected classification, and the approved facility, which are saved back to the disposal record once submitted.

What happens if the docket and receipt don't match during reconciliation?

Office staff record a reconciliation result and any notes on their task. If the result is a discrepancy, the workflow routes to a site manager task asking for an explanation, which is then saved to the record before the disposal status moves to Reconciled.

Is this workflow suitable for job sites with straightforward, non-hazardous spoil?

Yes — if the material classification isn't Contaminated, Acid sulfate soil, or Unknown, the record skips environmental review entirely and goes straight to reconciliation. This keeps the process quick for routine loads while still applying the same reconciliation and client notification steps.

What does the client actually receive at the end of the process?

Once reconciliation is complete and the status is set to Reconciled, the client is emailed a disposal summary covering the material classification, volume, destination facility, and date disposed. This gives them a clear, consistent record of how their excavated material was handled.

Can my team see the history of what happened on a disposal record?

Each disposal is tracked as a record with a reference number, a status, and a timeline showing what happened at each step. Table views and dashboards let you see records grouped by status, such as Recorded, Environmental Review, or Reconciled, and workspace activity is logged.

Does this workflow guarantee compliance with environmental disposal regulations?

The workflow records the statuses, test results, classifications, and reconciliation notes that your team enters at each step, giving you a documented trail for each disposal. Each business should confirm its own regulatory obligations, as the workflow supports record-keeping rather than certifying compliance.

What if the site manager or office staff don't complete their task in time?

The site manager testing task, the office reconciliation task, and the discrepancy explanation task each have a target turnaround (2 or 3 days) and the workflow waits for them before moving forward. This keeps the process visible and gives your team a clear point of reference if a task is running behind.