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Workflow Template

Trench inspection checklist Workflow

Captures a trench pre-start inspection checklist for excavation and earthmoving work, determines whether the trench is safe to enter, and if not, stops work, requires the supervisor to record corrective actions (with up to 2 revision cycles) before clearing the work to proceed.

Excavation crews need a fast, consistent way to check a trench is safe before anyone enters it, and a clear record when it isn't. This workflow captures the pre-start checklist, routes the result to either clear the trench or stop work, and if work is stopped, gives the supervisor up to two cycles to record corrective actions before the trench is cleared to start. The excavation supervisor completes the checklist and any corrective action tasks, with each step tracked on the record.

Business Outcomes

  • Faster, more consistent trench pre-start checks before crews enter
  • Fewer unsafe entries by automatically stopping work on a not-safe result
  • Clearer accountability with corrective actions recorded against the supervisor
  • Less time chasing paperwork with automatic status updates and supervisor emails
  • A full timeline of each inspection, decision and corrective action on one record

Workflow Steps

Steps

  1. 1
    Create pre-start recordcreate record

    Creates the trench pre-start inspection record from the submitted checklist form.

  2. 2
    Set status to Submittedupdate record

    Sets the pre-start status to Submitted immediately after the checklist is recorded.

  3. 3
    Route on inspection result

    Branches based on whether the trench was assessed as safe to enter or not safe.

    result: "Safe to enter"→Set status to Cleared
    result: "Not safe - keep out"→Set status to Work Stopped
    Default→End
  4. 4
    Set status to Clearedupdate record

    Sets the pre-start status to Cleared because the trench was assessed as safe to enter.

  5. 5
    Set status to Work Stoppedupdate record

    Sets the pre-start status to Work Stopped because the trench was assessed as not safe.

  6. 6
    Email supervisor: work must not startsend email

    Emails the excavation supervisor that the trench is not safe and work must not start.

  7. 7
    Supervisor: record corrective actionscreate task

    Assigns the supervisor a task to record the issues found, corrective actions taken, and whether the trench is now safe to start.

  8. 8
    Save corrective action details to recordupdate record

    Persists the issues found and corrective actions taken to the pre-start record.

  9. 9
    Route on corrective action outcome

    Branches based on whether the supervisor confirmed the trench is now safe to start.

    now_safe_to_start: "Safe to start"→Set status to Cleared
    now_safe_to_start: "Not safe"→Send back to supervisor for further action
    Default→End
  10. 10
    Send back to supervisor for further actionrestart from step

    Closes this iteration and restarts the corrective action task for the supervisor to address remaining issues.

  11. 11
    Set status to Clearedupdate record

    Sets the pre-start status to Cleared now that corrective actions have made the trench safe to start.

  12. 12
    Email supervisor: cleared to startsend email

    Emails the excavation supervisor that the trench is cleared to start work, including the corrective actions taken.

Fields

  • Excavation Supervisor Name*
  • Excavation Supervisor Email*
  • Site Address*
  • Date*
  • Job Reference*
  • Trench Location*
  • +18 more fields

Forms

Trench Pre-Start Inspection Checklist

21 fields

Data Views

Trench Pre-Start Inspections

site_address, inspection_date, job_reference, trench_depth_m +3 more

Dashboard Widgets

Pre-Starts by Pre-Start Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

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trench inspection checklistexcavation and earthmovinginspectionchecklisttradetrades

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FAQs

How do I set up this trench inspection workflow for my team?

Publish the template in your workspace and it's ready to use straight away, no installation needed. Share the request form link with excavation supervisors so they can submit the pre-start checklist for each job. You can adjust the checklist questions or steps at any time by describing the change in plain English or editing them in the workflow editor.

Who fills out the trench pre-start checklist?

The excavation supervisor completes the checklist through the public request form before work begins on site. They enter details like trench location, depth, soil type, protective system, and the safety checks, then submit a result of safe to enter or not safe.

What happens if the trench is assessed as not safe to enter?

The record status is set to Work Stopped and the supervisor is emailed that work must not start. The supervisor is then assigned a task to record the issues found, the corrective actions taken, and whether the trench is now safe to start.

How many times can the supervisor revise corrective actions?

The workflow allows up to two revision cycles. If the supervisor's update still shows the trench is not safe, the task is restarted so they can address the remaining issues, before a final route decision clears the trench or requires further action.

What gets recorded when corrective actions are entered?

Because the workflow waits on the corrective actions task, the issues found, the actions taken, and the supervisor's answer to whether it's now safe to start are all saved directly on the record. This means the full corrective action history is visible in the record's timeline, not just on the task itself.

What happens once the trench is cleared to start?

The record status is set to Cleared and the supervisor is emailed confirmation that the trench is cleared to start work, including the corrective actions that were taken. This gives the crew a clear, documented go-ahead before excavation work proceeds.

Can I customise the checklist questions or add more steps?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This makes it straightforward to add site-specific checks or extra notification steps as your requirements change.

Does the supervisor need a login to use this workflow?

No. The supervisor submits the initial checklist through a public request form and completes any corrective action tasks through forms emailed to them, without needing an account. This keeps the process quick for people who are on site and not regular workspace users.

How can I track the status of trench inspections across sites?

Each submission creates a record with a reference number, a status such as Submitted, Work Stopped or Cleared, and a timeline of everything that happened. Table views and dashboards in the workspace let you see records by status, so you can check which trenches are cleared and which still need corrective action.

Does this workflow guarantee our trench work is compliant?

The workflow records the checklist answers, statuses, corrective actions and a full timeline for each inspection, which supports your safety record-keeping. Each business should confirm its own compliance obligations, as the workflow itself is a tool for capturing and tracking this information.

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Trench inspection checklist Workflow | assess.one