Tool and equipment inspection register Workflow

Do I need to set this up for each piece of equipment separately?

No, one workflow handles every inspection submitted through the request form, whatever the item type. Each submission creates its own record with a reference number, so power tools, ladders, harnesses and test instruments all flow through the same process while staying tracked individually.

Can my team customise the inspection form or the routing rules?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions are kept so you can compare or revert. This makes it straightforward to add extra condition checks or adjust how items are routed based on inspection result.

Who is responsible for retesting a repaired item?

The workshop is assigned a task to repair the item and record the retest result, with a 5-day due date, and the workflow waits until that task is completed before moving on. If the retest fails, the item loops back to the workshop for another attempt, up to two additional retries, keeping the repair cycle visible on the record's timeline.

What happens when an item is removed from service?

The register status is set to Removed, and the operations manager gets a task to record the disposal method and whether a replacement was ordered, due in 3 days. Once completed, those details are saved directly onto the record, so there's a clear history of how each removed item was handled.

Is this suitable for businesses managing lifting gear or test instruments alongside power tools?

Yes, the request form captures item type, make and model, location or assigned worker, and inspection-specific details like condition checks and photos, so it works across different equipment categories. The routing logic based on inspection result applies the same way regardless of what type of equipment is being inspected.

Do inspectors need an account to submit an inspection?

No, inspectors submit results through the public request form, and they're notified by email when their item is tagged out or back in service. They never need to log in or hold an account to take part in the process.

Can we see the current status of all our equipment at a glance?

Yes, the workspace includes a table view and a status breakdown chart that show every record by its current register status, whether that's Submitted, In Service, Tagged Out, or Removed. This gives your team a quick overview without needing to check individual records.

What gets recorded if an item fails inspection more than once?

Each time the workshop completes a repair and retest task, the repair notes and retest result are saved onto the record, building up a history across attempts. The retry loop allows up to two additional attempts after the first, and every cycle is reflected in the record's timeline.