Waterproofing completion certificate / handover checklist Workflow

Why should we automate our waterproofing completion and handover process instead of using paper checklists?

Paper checklists and email chains make it hard to track which jobs are in rework, awaiting customer review, or fully handed over. This workflow keeps every job as a single record with a status and timeline, so supervisors and office staff can see progress at a glance. It also standardises what gets captured — membrane details, flood test results, photos and licence numbers — so nothing is missed before a job is signed off.

What is the ROI of using this workflow compared to handling handovers manually?

Manual handovers typically involve phone calls, emailed photos and manual follow-ups for feedback, all of which take staff time and are easy to let slip. Automating the supervisor walkthrough, customer review form and feedback request reduces the administrative effort per job and helps jobs move through rework and sign-off faster. Over many jobs, this can free up supervisor and office time while keeping a consistent record of what was done and approved.

How does the supervisor rework loop work if a job isn't ready for handover?

When the supervisor completes their walkthrough task, they record a Walkthrough Result and any Rework List. If the result is 'Rework needed', the job status changes to Rework and the waterproofer is assigned a task to complete the listed work and record Rework Done and Rework Photos. Once that task is done, the workflow automatically returns to the supervisor walkthrough step to re-check the job.

What happens if the customer reports an issue instead of accepting the work?

The customer receives an emailed review form asking them to accept the work or report an issue, with space for comments — no account is needed to respond. If they report an issue, the job status changes to Customer Issue and the supervisor is assigned a task to record the Fix Made and Fix Photos. Once the fix is logged, the workflow sends the customer review form again so they can confirm the work is now acceptable.

Who is responsible for each task in this workflow?

The supervisor is assigned the initial quality walkthrough task and any task to fix a customer-reported issue. The waterproofer is assigned the rework task when the supervisor's walkthrough flags work that isn't ready. The customer is not a workspace user — they take part through emailed forms for review and feedback, without needing to log in.

Can we customise the request form or the fields captured on each job?

Yes, the request form and workflow steps can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. This means fields like Areas Waterproofed, Warranty Period or the photo requirements can be tailored to match your job types. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What gets recorded on the job when the customer accepts the work or gives feedback?

Because the customer review form and feedback form are tasks the workflow waits for, the Your Decision, Comments, Overall Satisfaction and Comments values are all saved on the job record. This builds a record of customer responses alongside the supervisor's walkthrough results and any rework or fix details, all visible in the record's timeline.

What happens after the job is officially handed over?

Once the status is set to Handed Over, the customer is emailed a thank-you message that includes job details and warranty information for their records. Two days later, the workflow automatically sends a feedback request asking for an overall satisfaction rating and comments, giving you a simple way to follow up after every job without manual reminders.

How do we track the status of jobs across our team using this workflow?

Each job is created as a record with a reference number, a current status, and a full timeline of what has happened, from Final Check through Rework, Customer Review, Customer Issue and Handed Over. Table views and dashboards display records by status, making it straightforward to see which jobs need attention and which are complete.