Turn a Recall Notice Into a Booked Visit, Automatically
No more a recall notice sitting in an inbox because nobody had ten minutes to turn it into a job. No more missing the deadline a notice actually asked for, because the urgency wasn't clear from the paperwork. No more retyping the same order number, site address and instructions by hand before a visit can even be booked.
Who it's for
Anyone who receives recall notices, compliance orders or similar instructions by email and has to turn them into a booked visit.
What it saves you
The time spent reading a notice, working out how urgent it is, and typing all of it into a job by hand.
Set up time
Quick to build once we've seen a real notice from the client or system that sends them to you.
Turning the notice into a visit
When a recall notice or a similar order lands by email, Build Concierge reads it, whatever format it arrives in, and pulls out what actually matters: who it's for, the site, the order number, and what work is required.
It works out how urgent the notice is and turns it straight into a booked job, with the original notice attached so nothing gets lost between the email and the visit.
Why notices get missed or delayed
A recall notice usually arrives as a document, a PDF with an order number, a site address, and instructions buried somewhere in the formatting. Someone has to open it, read it in full, work out how quickly it needs a visit, and then type all of that into a job by hand.
On a quiet day, that happens quickly. On a busy one, the notice sits in an inbox until someone has ten minutes free to deal with it.
Where it costs you
The most direct cost is missing the deadline the notice actually asked for. Some notices need a visit the same day, others give a few days, and that urgency is easy to miss if the notice is read quickly or left for later.
There's a reputational cost too. Turning up late to a recall, or not at all, on an issue the client already flagged, is a harder conversation than the one you'd have had by acting on it straight away.
What the automation does
- Reads the recall notice or order as it arrives by email, including PDF attachments.
- Pulls out the order number, site address, contact details and the work required, exactly as written on the notice.
- Rewrites any client-specific instructions into clear, professional engineer instructions, without changing the technical detail or requirements.
- Works out how urgent the visit is from the notice's own category, same day, next day, or a set number of hours, and sets the correct attendance deadline.
- Matches the notice to the right contact and site in your job management system, and flags it for a person if more than one match is found, or none at all.
- Creates the job with the deadline, the instructions and the original notice attached, and lets the right people know it's been logged.
What happens next
The job is booked with the right urgency already attached, so scheduling knows exactly how quickly it needs to move without anyone having to re-read the original notice.
If the automation can't confidently match the notice to a contact or site, it stops and asks a person rather than guessing, so nothing gets booked against the wrong site by mistake.
What you need first
- A real example of the notices you receive
- The categories or urgency levels those notices use, so the right deadline gets applied automatically
- A decision on who should be told once a notice has been turned into a job.
Getting set up
We look at real notices you've received. Every source formats these differently. We build around the actual documents you get sent, not a generic template.
We agree how urgency should be worked out. Same day, next day, or a fixed number of hours, whatever categories your notices actually use, so the deadline on the job is always right.
We test it against notices you've already turned into jobs. Real examples, checked against the job a person would have built from them, so anything it gets wrong is fixed before it goes live.
Common Questions
It can be a genuine product safety recall from a manufacturer, or a client's own instruction to return to a site under a service contract, depending on your work. The automation is built around whatever format your own notices actually arrive in.
It reads the category or urgency marking on the notice itself, whether that's phrased as same day, next day, or a set number of hours, and works out the deadline from there. If a notice doesn't carry a clear category, it defaults to treating it as immediate rather than guessing at a later date.
It stops and flags it for a person rather than guessing. A notice that doesn't clearly match an existing contact, or matches more than one, goes to your team to confirm before a job is created.
It rewrites any client-specific instructions into clearer language for an engineer, but it doesn't change the technical detail or requirements. The substance of the notice stays exactly as written.
It's attached directly to the job, so whoever attends has it in front of them on site, rather than anyone needing to go back to the original email to check the detail.
Ready to stop typing recall notices into jobs by hand?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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