4 min read · Updated
Closeout & Approvals
When a contractor reaches the closeout phase of a project, site owners participate in verifying the work. LogicSite provides structured workflows for closeout walks, punch item tracking, and formal sign-off.
Approval Inbox
Facility Managers see an Approval Inbox on the project overview page. This surfaces all pending items that need attention:
- Design approvals
- Change orders
- Closeout sign-offs
The approval inbox only appears for Facility Managers and organization admins. Coordinators and occupants can view project details but do not see the approval queue.
Closeout Walk Process
The closeout walk is a structured verification where both the contractor and site owner inspect the installation:
Contractor initiates — The Project Manager starts the closeout walk from the project detail page. This is a contractor-only action.
Joint verification — Both parties walk through the site, verifying each device against the floor plan. Any issues are logged as punch items.
Punch item resolution — Flagged items are tracked through a 4-status workflow: Open → In Progress → Resolved → Accepted.
Contractor signs off — The contractor confirms their work is complete. Site-based users with Facility Manager or Coordinator roles are notified.
Facility Manager signs off — The Facility Manager reviews and formally accepts the work on behalf of the site owner.
As-built generated — LogicSite freezes the current floor plan state as the official as-built document.
Role Classification in Closeout
LogicSite classifies users into two parties during closeout:
| Party | Roles | Responsibility |
|---|---|---|
| Contractor | Project Manager, Engineer, Technician, Vendor Admin | Initiate walks, resolve punch items, sign off first |
| Customer | Facility Manager, Coordinator, Occupant (site roles); client_approver (project role) | Review work, flag issues, sign off last. Owner-side approvals are gated to Facility Manager and client_approver; client_viewer can comment but cannot sign off. |
Only the Project Manager can initiate a closeout walk. Facility Managers participate as the customer party — they sign off but do not initiate.
Sign-off Permissions
| Action | Who Can Do It |
|---|---|
| Initiate closeout walk | Project Manager (contractor) |
| Flag punch items | Both parties |
| Resolve punch items | Contractor party |
| Accept resolved items | Customer party |
| Contractor sign-off | Project Manager, Vendor Admin |
| Customer sign-off | Facility Manager (site role) or Client Approver (client_approver project role) |
| View closeout progress | All roles |
Coordinators and occupants can view closeout progress and participate in discussions, but cannot formally sign off. The closeout:signoff permission is exclusive to Facility Managers.
Notifications
When the contractor signs off, LogicSite automatically notifies:
- The Facility Manager for the site
- All Coordinators with access to the site
- Organization admins
This ensures the customer party is promptly informed and can schedule their review.
Change Orders
During the design phase, contractors may propose changes to the original scope. These appear as change orders in the approval inbox:
- The contractor submits a design change through the floor plan editor
- LogicSite snapshots the current state and creates a named version
- The Facility Manager reviews the proposed changes
- Accept or reject the change order from the approval inbox
After Closeout
Once both parties sign off:
- The project moves to Substantial Completion — the warranty period starts and a frozen as-built is deep-copied from the working draft.
- For contractor-initiated projects, the contractor can initiate a handoff to transfer the as-built into the site owner's portfolio via claim code.
- For site-owner-initiated projects, the as-built is promoted to the structure's latest version automatically, and the contractor is downgraded to Vendor Viewer for read-only access.
- All accepted/completed devices receive
operationalStatus = 'active'; the site owner owns the operational lifecycle going forward. - The project advances to Completed once all punch items are accepted and (for contractor projects) the handoff has been delivered.