Waterproofing substrate readiness inspection Workflow

What happens if the substrate fails inspection twice in a row?

The workflow allows up to two rectification and re-inspection cycles. If the substrate still isn't ready after the second cycle, the record stays in Rectification status with the site team's work and photos and the inspector's notes saved on the record, so the team can see the full history and decide next steps.

Can this handle a re-inspection that comes back as 'otherwise' rather than a clear pass or fail?

Yes, the routing step after re-inspection has three paths: Ready for membrane, Not ready, and an otherwise path for any other result entered. This keeps the record moving through a defined status rather than getting stuck if the inspector enters something unexpected.

Who is responsible for each step in the process?

The inspector submits the initial readiness form and later carries out any re-inspection task, while the site team is assigned the rectification task when checks fail. The builder or client isn't assigned tasks but receives email notifications at the point the substrate is confirmed ready, either on first pass or after rectification.

What if the site team doesn't complete the rectification task within 2 days?

The rectification task is due in 2 days, and the workflow waits for it to be completed before moving forward, so the record simply stays in Rectification status until the site team records the work done and uploads photos. This keeps an accurate timeline of how long rectification took for each job.

Can we customise the inspection checklist or add more fields?

Yes, the request form fields, such as the specific readiness checks or the substrate moisture reading, can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What information does the builder or client actually see?

The builder or client receives an email notification confirming either that the substrate passed on first inspection or that it was rectified and passed after the rectification loop. They take part through emailed forms and don't need an account to receive these updates.

What gets recorded on the inspection record versus staying with a task?

Because the rectification and re-inspection tasks are steps the workflow waits for, the rectification work done, rectification photos, re-inspection result, and notes are all saved directly onto the inspection record. This means anyone viewing the record later can see the full readiness history, not just the current status.

How do we track where a specific job is in the process?

Each inspection is a record with a reference number, a status such as Submitted, Rectification, or Ready for Membrane, and a timeline of what happened. Table views and dashboards show records grouped by status, making it easy to see which jobs are waiting on rectification or re-inspection at a glance.

Does the workflow send SMS updates instead of email?

The workflow as described uses email for the acknowledgement and builder/client notifications, though a workspace can send messages through its own connected email or SMS account. Adding SMS notifications to specific steps would need to be configured as a change to the workflow.