Statuses, Roles, Inspection Types, and System Types

Workspace roles

Role	What it means publicly
owner	Highest customer-facing workspace role. Can manage organization-level setup, users, and billing visibility.
admin	Office user who runs sites, scheduling, inspections, reports, CRM, and related desks.
engineer	Field user who works from the mobile app and only sees the workflows their workspace exposes.

Inspection lifecycle status

Status	Meaning
draft	The record is being prepared or edited and should not yet be treated as final output.
deployed / assigned	The work is ready for the field team and tied to real scheduling intent.
in progress	The visit is actively underway.
completed	The inspection has been finished in the workflow, though sync may still need to complete.

Inspection binding state

State or label	Meaning
`System pending`	The inspection exists and can be worked from site context, but the exact system has not been bound yet.
Bound system	The inspection is attached to one real site system, so checklist, asset, completion, and certificate flows can use that system context.

System pending is a workflow state label, not a separate inspection type. It is most useful when the office can schedule the visit before anyone on site has confirmed which live installation will actually be inspected.

Scheduling intent

Scheduling intent	Meaning
`Exact date`	The visit has a real booked day or day-and-time and can move through normal deployment and day-run planning.
`Target month`	The work must happen in a known month, but the exact day has not been chosen yet. This is planning state, not a fake booking date.
Planned-date filters	Use these when you need future planning visibility across exact-date and target-month work together.

Month-planned work should render as Planned for <month year> and stay draft until the office books a real slot.

Scheduler booking status

Booking status	Meaning
provisional	The office is planning the work but the appointment is not customer-confirmed.
date_offered	The customer has been offered the appointment.
confirmed	The appointment has been confirmed.
do_not_move	The visit is locked and ordinary movement should be blocked by preview checks.

Customer appointment notifications require an exact date and either date_offered or confirmed.

Service contract and routine status

Status	Where used	Meaning
draft	Service contracts	The contract wrapper is being prepared.
active	Service contracts and routines	The contract or routine is live.
paused	Service contracts and routines	Temporarily inactive without ending the record.
ended	Service contracts and routines	No longer part of live maintenance planning.

Routine frequency values are annual, six_monthly, quarterly, monthly, weekly, and custom.

Customer handover status

Status or state	Meaning
draft	Package exists but is not published to customers.
published	Package is customer-accessible to valid grants.
revoked	Package access has been withdrawn.
client_ready	Package item is ready for customer access.
blocked	Package or item has a blocker that should be resolved before publication.

Handover grant permissions are view, download, and respond.

Contractor access status

Status or permission	Meaning
active	Grant is not expired or revoked.
expired	Grant expiry has passed.
revoked	Access has been withdrawn.
view	Contractor can view the pack.
view_download	Contractor can view and download safe documents.
submit_evidence	Contractor can view and submit staged updates.

Contractor submissions use draft, submitted, accepted, rejected, and superseded.

Inspection types

Inspection type	Meaning
annual	Full annual inspection workflow.
6-monthly	Mid-cycle inspection workflow.

System types

System type	Meaning
mechanical_smoke_ventilation	Mechanical smoke-ventilation systems.
natural_smoke_control	Natural smoke-control systems.
pressure_differential	Pressure-differential systems.
car_park_ventilation	Car-park ventilation systems.
fire_damper_system	Fire damper servicing and inspection workflows.

Feature availability notes

Feature	What to expect
AI Assistant	May be limited by workspace access or enabled features.
Quotes and Work Orders	May not be enabled in every workspace or visible in every mobile account.
Client Handover	Requires admin access and CRM capability.
Contractors	Requires admin access and work-order capability.
PPM Forecast	Requires Scheduler capability.
Data Quality and Workforce Productivity	Require analytics capability.
Analytics	May be restricted to specific workspace roles or feature sets.
Finance	Public org-admin guidance covers receivables and workspace billing, not platform-only controls.

Field work and collaboration rules

Surface	What to expect
Field work eligibility	Only members with field work enabled should appear in live assignment lanes for scheduler work, inspections, day runs, recurring imports, and work orders.
Office-only members	Can still coordinate, review, and manage work without appearing as field assignees.
Notifications	Mention notifications are tied to the signed-in user rather than the whole workspace, so each person only sees their own unread queue.
Activity Feed	The Collaboration activity feed is an admin-facing desk for cross-resource event history, filtered by resource, event type, or actor. Access is enforced at the server level: org admins and owners can query events scoped to their own organisation; engineer accounts are not permitted.

Collaboration event types

These are the structured event types that appear as filter options in the Activity Feed. Use them to narrow the stream when diagnosing what changed and when.

Event type	When it appears
Created	A resource (site, inspection, defect, quote, work order) was created.
Assigned	A resource was assigned to a field resource or team member.
Unassigned	A previous assignment was removed from a resource.
Status changed	The status of a resource moved from one lifecycle state to another.
Field updated	One or more data fields on a resource were edited.
Comment added	A comment was posted on a resource.
Mention	A user was @-mentioned in a comment or activity note.
Thread resolved	A discussion thread was marked resolved.
Thread reopened	A previously resolved thread was reopened.
Deleted	A resource was soft-deleted or removed from the active workspace.

These types are enforced in the server feed pipeline. If a filter returns no results, confirm the event type matches one of the labels above rather than a legacy string.

Public scope boundary

This public docs set covers customer-facing admin and engineer workflows only. Internal operational tooling is intentionally out of scope.