A shop fit-out ends with a handover, and after opening the client finds defects such as detached baseboards or a light sign that does not work. Without structure, defect lists live in emails and chat photos, and nobody can show which defect was fixed and when.
Make each fit-out a project
Create a project for each fit-out, with your contract number as the custom ID and From and To dates for the work. Fitters and site managers attach the project to every report, so all defects of one store stay together. See Grouping reports by project.
Tag defects by type and trade
Create a category of tags (previously called types) for defects, with tags such as Detached baseboard, Light sign not working, Warped floor, Stripped screws, Mismatched dimensions and Crack in the finish. Add a category for the trade that fixes it, for example Joinery, Electrical and Flooring. See Adding and editing tags (types) for reports.
Example: at the final walkthrough, the site manager photographs a gap between two shelf units and picks Mismatched dimensions and Joinery.
Track each defect with statuses until it is fixed
Use statuses such as Reported, Assigned, Fixed and Accepted by client. The office changes the status on the web, and the status history shows when each defect was reported and closed. See Tracking report progress with statuses.
When the client reports a defect, send a Venzeo™ Request
After handover, the store manager does not have your app. When they report a defect, send a Venzeo™ Request by SMS with steps such as “Photograph the defect” and “Describe where it is”. Start the custom ID with the contract number, for example 102030-1, so you can match each answer to the fit-out. Each answer comes back as a certified report. See Requesting photos from someone outside your team by SMS.
Export the handover documentation
Filter the reports by the fit-out’s project and export them as a PDF for the handover. Turn on status history and comments in the PDF options, so the client sees what was found and what was fixed. See Exporting filtered reports.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Projects | Yes | One per fit-out, contract number as custom ID |
| Statuses | Yes | From Reported to Accepted by client |
| Venzeo™ Request | Yes | Defects reported by the client or store manager after opening |
| Tasks | Sometimes | Send a fitter to fix one defect, with the project connected |
| Email alerts | Sometimes | New reports tagged Light sign not working to the electrician |
| Places of interest | Rarely | Only stores you keep maintaining after handover |
| Assets | Rarely | Not needed for a one-time fit-out |
To send one defect to a subcontractor, see Sharing one report via email.