Approvals in Onetrace provide a quality assurance (QA) process to maintain industry and compliance standards across projects. The feature allows stakeholders to review, approve, or reject work submitted by operatives, creating a structured feedback loop that raises quality and accountability.
Streamlined feedback: Faster resubmissions through instant feedback shared with operatives.
Real-time monitoring: Approval statuses can be tracked, outstanding approvals filtered, and detailed reports can be generated with approval status added for all job sheets.
Audit-ready records: Approval history provides clear documentation for compliance and certification requirements.
What are approvals?
Approvals are checkpoints within a project workflow where designated stakeholders review job submissions. When an operative completes a job and submits a form, the approver evaluates the details and supporting evidence (such as photos).
If the work meets requirements, the submission is approved.
If the work does not meet requirements, it is rejected, with feedback provided to guide corrective actions.
This ensures that only work of the required standard progresses through the project lifecycle.
Why use approvals?
Maintaining quality across multiple projects and sites can be complex, particularly for subcontractors with large teams. Manual data entry, in-person inspections, and inconsistent reporting introduce delays and increase the risk of errors. Onetrace Approvals digitises this process, reducing human error and enabling consistent QA standards.
Common issues Approvals help address include:
Blurred or insufficient photos submitted.
Missing or incomplete data in job forms.
By replicating the QA sign-off process digitally, Approvals improve reliability and efficiency in quality management.
How the approvals feature works
Approvals can be set up in stages, giving you flexibility to assign accountability at multiple levels:
Stage 1: A Site Supervisor reviews and approves the work.
Stage 2: An Operations Manager provides additional approval.
Stage 3: The subcontractor’s client gives the final sign-off.
Each stage acts as a checkpoint, ensuring high standards before work is completed.
Approval settings also include the option to display approvals on PDF reports. This provides flexibility to capture and communicate approval records in a way that aligns with each project’s workflow.
Approval history
Quality assurance can be difficult to manage without visibility into the full sequence of job sheet decisions. When a job sheet is rejected and resubmitted, it is essential to track what occurred previously and identify recurring issues. Approval history provides this visibility.
Approval histories are available on the Job Sheet screen, which records the full sequence of approval activity, including:
Complete approval timeline: Every stage from submission to final approval.
Detailed rejection records: Feedback provided, who made the decision, and when it occurred.
Accountability: Every decision is logged with details of who approved or rejected the work.
Quality improvement: Recurring issues can be identified and addressed to improve site performance.
Approval history is available for admin and manager users. The complete approval journey can be accessed directly from any job sheet.
