Termite inspection request Workflow

What does this workflow record for each termite inspection request?

Each request becomes a record with a reference number, a status, and a timeline of what happened, starting from the initial request form submission. As the workflow progresses, it saves the inspection date and assigned inspector, and the inspector's findings including areas inspected, termite activity, recommended treatment, and recommended next inspection date. Together these give a complete record of the request from intake through to the final customer communication.

Who is involved in handling a termite inspection request?

Office staff are assigned the task of scheduling the inspection date and assigning an inspector, and later a task to prepare a treatment quote when active termites are found. The assigned inspector is responsible for conducting the on-site inspection and recording findings such as areas inspected and recommended treatment. The customer takes part through a public request form and receives email updates at key stages without ever needing an account.

What happens at the termite activity decision point?

Once the inspector's findings are saved, the workflow routes based on the Termite Activity finding into one of three paths: active termites found, past damage only, or no evidence found. Each path sets a corresponding status, Treatment Recommended, Damage Found, or Clear, and sends a tailored email to the customer with the relevant findings and next steps. This keeps the customer informed with information specific to what was actually found on-site.

How do we change this workflow if our process differs?

A workflow is changed by describing the change in plain English, or by editing its steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed. This makes it possible to adjust the office scheduling task, add extra findings fields, or change the wording of customer emails without a development project. Because it is a ready-to-use template, a workspace can publish it and start running the live process within minutes, then refine it as needed.

What does the office scheduling task record on the inspection?

The office scheduling task blocks the workflow until it is completed, and the inspection date and assigned inspector entered during that task are saved directly onto the record. This means that information is visible in the record's timeline and available to later steps, such as the booking confirmation email sent to the customer. Because the workflow waits for this task, the booking cannot proceed until scheduling is confirmed.

What does the treatment quote task record, and how is it different from other tasks?

The treatment quote task is a fire-and-forget task, meaning the workflow does not wait for it to be completed before continuing. Notes entered on that task, such as Quote Preparation Notes, stay with the task itself and appear in the record's task list rather than being saved directly on the record. This is different from the scheduling and inspection tasks, where the workflow does wait, and the entered information is saved onto the record.

How does the customer stay informed throughout the process?

The customer receives an email acknowledgement with their reference number as soon as the request is created, followed by a booking confirmation email with the inspection date and preparation guidance once scheduling is complete. After the inspection, they receive a findings email tailored to the outcome, covering active termite activity, past damage, or no evidence found. All of this happens through built-in email without the customer needing to create an account.

What information does an inspector capture during the on-site inspection?

The inspector's task blocks the workflow until it is completed and records details including Areas Inspected, Areas Not Accessible, Termite Activity, Conditions That Attract Termites, Recommended Treatment, Photos, and a Recommended Next Inspection Date. All of this is saved onto the record once the task is finished, forming the basis for the routing decision and subsequent customer emails. This gives the office a complete picture of the inspection outcome directly within the record.

How can we track the status of inspection requests across the business?

Each record moves through a defined set of statuses, New Request, Booked, and then Treatment Recommended, Damage Found, or Clear depending on findings. Table views and dashboards show records by status, making it possible to see at a glance how many requests are at each stage. Workspace activity is also logged, giving additional visibility into how requests are being progressed.