Sensitive site issues, sent straight to the right people
Choose the sites and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the right managers with the details and a link to the job.
The findings that matter most on your key contracts, brought to the attention of the people responsible.
You choose the sites, contracts and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the managers responsible, with the key details and a direct link to the job.
Important findings are easier to act on quickly, without relying on someone spotting one line in a long report or busy inbox.
What is automated site issue escalation?
Automated site issue escalation is a Build Concierge workflow for service businesses managing contracts where certain findings need to reach specific people quickly.
You choose the sites, contracts, locations and keywords to watch for.
As completed job reports and incoming emails arrive, Build Concierge checks them against your chosen rules. When it finds a match, it identifies key details such as the site, job reference, engineer and visit date.
It then emails the managers responsible with those details and a direct link to the job, so they can review the finding and act in line with the customer's procedure.
One important line in a long report
An engineer completes a routine visit to a healthcare site and records a pest sighting in the job report.
The report is filed correctly. But the contract requires that finding to be reviewed by a manager the same day, and it appears as a single line among everything else recorded during the visit.
The information is there. The problem is making sure it reaches the right person quickly enough.
As the number of sites, engineers and reports grows, it becomes harder to rely on someone manually reading every document and spotting every detail that needs extra attention.
On contracts with specific reporting requirements, that delay can turn a correctly recorded finding into an avoidable follow-up problem.
How automated site issue escalation works
What your team does
- Chooses the sites, contracts and keywords that need special attention.
- Completes and files job reports as usual.
What Build Concierge does
- Checks the completed job reports and incoming emails you choose to monitor.
- Looks for the sites, contracts and keywords you have defined, including agreed variations.
- Identifies key details such as the site, job reference, engineer and visit date.
- Alerts the right managers with a clear email and a direct link to the job.
Build Concierge doesn't decide whether an issue is serious. Your rules determine what gets flagged, and your managers decide what happens next.
What this looks like in practice
Illustrative example only, based on a fictional contract.
Your business maintains several sites for a healthcare customer. Their contract requires any pest sighting to be reviewed by a manager on the same day.
You set up an alert for that customer's sites and the words your engineers are likely to use when recording pest activity.
At 2.10pm, an engineer submits a completed report noting pest activity in a storage area.
The report matches the rules you have set. Two contract managers receive an email showing the site, job reference, engineer and visit date, together with a direct link to the job and the agreed procedure to follow.
The managers review the report and arrange the required follow-up that afternoon.
The reporting process hasn't changed. The important line in the report has simply reached the right people faster.
Set up around the way you work
It starts with a simple question: what do your managers need to know about straight away?
During set-up, we agree:
- What to watch for: the sites, contracts, locations and keywords that need extra attention, including relevant variations.
- Where to look: which completed job reports and inboxes should be checked.
- Who is told: the managers responsible for each site, contract or type of finding.
- What the alert includes: the details shown in the email and any agreed procedure or instruction to include.
Getting set up
Step 1: Talk to us
Tell us which contracts, sites and findings need special attention, and who is responsible for each.
Step 2: We build it with you
We configure the sites, keywords, variations and recipients, and agree the wording of each alert.
Step 3: Test it live
Test the workflow against recent reports and emails, check that the right matches are being picked up and refine the rules before it goes live.
What changes for your business
Your managers
Before: Hear about important findings when someone spots them and passes them on.
- Now: Receive an alert when Build Concierge finds a match against the rules you have set.
Your reports
Before: Need to be read in full to identify every detail that needs extra attention.
- Now: Are checked automatically for the sites, contracts and words you have chosen.
Your contracts
Before: Depend more heavily on individual vigilance to meet escalation requirements.
- Now: Are supported by a consistent process for bringing selected findings to the right people.
Your customers
Before: May have to ask for an update before an issue is picked up internally.
- Now: Hear from your team before they need to ask.
Your reporting process stays the same. Build Concierge adds an extra layer of visibility for the findings you have decided matter most.
Is this right for your business?
This workflow is designed for businesses that:
- Manage contracts with specific escalation or notification requirements
- Work across sites where certain findings need extra attention
- Receive a high volume of job reports or operational emails
- Want selected findings to reach the right people without relying on every report being manually reviewed
- Need different sites or contracts to alert different managers
It can be used across environments such as healthcare, education, housing and public buildings, or anywhere a contract includes specific reporting rules.
You can start with one contract or one type of finding, then add more sites, keywords and recipients over time.
Common Questions
Yes. Each site, contract or keyword can be configured with its own recipients.
Yes. Relevant variations can be included during set-up, such as alternative spellings, abbreviations or locations written in different ways.
It follows the sites, contracts and keywords you choose during set-up. Build Concierge is matching against your rules rather than deciding how serious a finding is.
No. Reports and emails still follow their usual process. The alert adds an extra notification so selected findings are easier for the right people to pick up quickly.
Yes. The alert can include agreed instructions or reminders, so managers can see the expected next step alongside the job details.
Yes. Sites, keywords, recipients and rules can be updated as your contracts change.
Build Concierge connects with leading job management systems. Ask us about yours.
Give important findings a clearer route to the right people
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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