How to Use Punchlists in CivilPro Web (Video Tutorial)

In this worked example, we demonstrate the key steps of creating, approving, and closing-out a Punchlist. Steps as below:

1. Create the Punchlist
2. Assign Workflow Roles
3. Add Punchlist Items
4. Attach Pre-Remediation Evidence
5. Rectification & Internal Verification
6. Client Approval
7. Close Out

 

Step 1: Create the Punchlist

1. Navigate to the Punchlists register.

2. Click + Add Punchlist.

3. Enter a clear Description (include location, portion, or specific works) and verify the Date Raised.

4. Click Create.

Step 2: Assign Workflow Roles

Before adding items, define who signs off on each stage to ensure consistency.

1. Select the newly created Punchlist.

2. Open the Related Items panel (right-side menu).

3. Under Roles, assign users to the following specific scopes:

   • Checker: Typically the Site Engineer.

   • Verifier: Typically the Project Engineer.

   • Approver: Typically the Principal’s Representative (Client).

Step 3: Add Punchlist Items

1. Open the Punchlist and click + New Item.

2. Recommendation: Create the first item as "Markups from Walkover" and attach your scanned markup PDF for reference. In the Action on Selection menu, remove Check, Verify and Approve requirements for this item. 

3. Add subsequent items for actual defects:

   • Description: Describe the defect clearly.

   • Person Responsible: Assign the team member or subcontractor responsible for the fix.

Step 4: Attach Pre-Remediation Evidence

1. Select a specific defect line item.

2. In the Related Items panel, locate Photos and click the + (Plus) icon.

3. Upload the relevant "Pre" photo.

4. Tip: Rename the photo file in the panel (e.g., add " - Pre") to distinguish it clearly from post-work photos.

Step 5: Rectification & Internal Verification

1. Once works are complete, upload Post-Remediation photos to the relevant items using the same method as Step 4.

2. Check: The Site Engineer ticks the Checked box for completed items.

3. Notify: Right-click the Punchlist in the Register, and select Notify Selection to email the Project Engineer (Verifier).

4. Verify: The Project Engineer reviews the evidence and ticks the Verified box.

Step 6: Client Approval

1. Once verified internally, use Notify Selection to email the Client (Approver).

2. The Client receives a link to review items. They can run a Detail Report to see "Pre" and "Post" photos side-by-side.

3. The Client ticks the Approved box for accepted items.

Step 7: Close Out

1. For administrative items (like the "Markups" item created in Step 3), set the Check/Verify/Approve columns to "Not Required".

2. Once all items are Approved or marked Not Required, open the Global Action menu (three dots).

3. Select Close Out Punchlist.

4. Click Save & Close. The Punchlist status will turn green (Closed).