Vinyl / hybrid flooring installation checklist Workflow

What does this workflow record for each flooring job?

Each submission creates an inspection record with a reference number, a status, and a timeline of everything that happens on the job. The record stores the original checklist responses, including flatness measurements and photos, plus any rectification notes and photos and re-inspection results entered later. Because the workflow waits for the rectification and re-inspection tasks, those entries are saved directly on the record rather than staying with the task.

Who is involved in the inspection and rectification process?

The inspector submits the initial checklist through the request form, and is later assigned a re-inspection task if the job fails. The installer is assigned a rectification task whenever checks fail, with two days to fix the issues and record the work done. The customer receives email updates at key points but does not need an account or take any action in the process.

What happens when the overall inspection result is a Fail?

The record status is set to Rectification and the installer is assigned a task, due in two days, to fix the failed items and record rectification notes and photos. Once complete, the inspector is assigned a re-inspection task, due in one day, to check the work and record a re-inspection result. This keeps failed jobs moving through a defined loop rather than sitting unresolved.

What happens if the re-inspection also fails?

If the re-inspection result is Fail, the workflow sends the job back to the installer rectification task and repeats the cycle. This continues until the re-inspection passes, so every rectification attempt and its outcome is captured in the record's timeline. This gives teams a clear view of how many rectification cycles any given job required.

How do we change the checklist items or task deadlines?

A workspace admin can describe the change in plain English or edit the steps directly in the workflow editor, for example to add a new checklist item or adjust the two-day rectification deadline. Earlier versions of the workflow are kept, so changes can be reviewed against previous configurations. No development project or installation is required to make these adjustments.

How does the customer stay informed during the process?

The customer receives an acknowledgement email with their job reference as soon as the inspection is submitted. Depending on the outcome, they later receive either a Passed email or a Rectified and Passed email once any rectification and re-inspection cycle is complete. Customers take part entirely through email and never need to log into an account.

Can we see the status of all flooring jobs at once?

Yes, table views and dashboards show inspection records grouped by status, such as Submitted, Rectification, or Passed. This makes it straightforward for a team overseeing multiple sites to see which jobs are progressing normally and which are stuck in a rectification loop. Workspace activity is also logged for additional oversight.

What information does the installer need to provide during rectification?

The installer's task asks for rectification notes describing the work carried out and rectification photos as evidence. Since the workflow waits for this task, both the notes and photos are saved directly on the inspection record rather than remaining only with the task. This information then becomes available to the inspector for the re-inspection.