Who it's for: the project manager, their deputy and the site manager.
What you'll do: plan an acceptance inspection or carry it out right away, assess the checklist points and close the protocol with an outcome. Failed points become issues (defects) and repair tasks with a deadline.
Before you start
- The Acceptances module is available from the Company plan.
- You can prepare a checklist template in the Checklist templates tab and reuse it in later inspections.
- An acceptance can be just a note. The checklist, issues and repair deadline are optional.
Steps
- Go to Acceptances and click New acceptance. Choose what you're doing:
- Planning for a day — the acceptance waits for its date (enter the Acceptance day),
- Accepting now — you go straight to the inspection.
- Enter a name, e.g. “Plastering — ground floor”, and choose the Acceptance type (partial or final). Optionally add a Checklist, fill in What we inspect (schedule items) and Photos and notes. Click Save or Start the acceptance.
- In an acceptance with the In progress status, describe in the Protocol field what was checked and with what result.
- Assess every point on the list: passed or failed. Add missing points with Add a point. Each point can have a note, a photo and a voice note. As soon as one point fails, the outcome changes to With defects and the Repair by field becomes required.
- Click Close the protocol. The Closing the protocol window shows the outcome and a summary of what closing will create: how many issues and repair tasks, under which schedule item and with what deadline. You can't close the protocol until every point is assessed and, if there are defects, a repair deadline is set.
- If the inspection didn't happen, e.g. the work wasn't ready, tick I reject this acceptance. The “passed” and “with defects” outcomes follow from the checklist, so you don't choose them.
What happens next
- The closed protocol version becomes a document: its text and photos can no longer be changed. Download it with Download protocol (PDF).
- Failed points go to the Issues module, and repair tasks go to the schedule with the deadline from Repair by.
- After the repairs, add the Next protocol version. It gets the points that failed and the deadline of the latest repair.
- The acceptance appears on the Acceptances list with its type, number of protocol versions and the return date.
Troubleshooting
- I can't close the protocol. Read the message in the closing window: some points are not assessed yet, or the repair deadline is missing.
- No repair tasks were created after closing. On a plan without the schedule module, only issues are created. The closing window warns you about it before you confirm.