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Sign-job planning tool

Sign-job handoff checklist

Make the next handoff understandable. Keep the approved revision, unresolved site facts and accountable roles connected from proof to completion.

Free working tool

Build your sign-job handoff record

Carry the approved artwork, production specification and site context through to completion.

Use descriptions and references. Your entries stay in this page. There is no upload, account or email gate. Use fictional scenarios or non-sensitive process notes; do not enter personal records, credentials or confidential evidence.
Closing or reloading clears unsaved entries.
Define what is being made

Use a fictional job reference and document versions. Avoid customer contacts or exact addresses.

For example: a fictional fascia replacement; state what is included and excluded.

Record document references, or “Not known yet”. A filename alone may not identify the approved revision.

Choose what is actually recorded. A selection does not verify the underlying evidence.

Describe whose approval is recorded, the revision and any exclusions. Do not paste a client signature.

Use a role, not a person’s name. Leave blank or enter “Not known yet” if responsibility is unresolved.

Prepare the next team

Artwork approval, production information and site arrangements need different checks.

Choose what is actually recorded. A selection does not verify the underlying evidence.

Include dimensions, materials, finish, quantity and relevant supplier/fixing information. Do not invent a technical specification.

Use a role, not a person’s name. Leave blank or enter “Not known yet” if responsibility is unresolved.

Choose what is actually recorded. A selection does not verify the underlying evidence.

Describe unresolved access, measurements, substrate or other site facts that need a competent person’s review.

Choose what is actually recorded. A selection does not verify the underlying evidence.

Identify access/permit decisions, site instructions, suitable risk controls and the people who must confirm them. This is not a method statement.

Use a role, not a person’s name. Leave blank or enter “Not known yet” if responsibility is unresolved.

Close changes and completion

Keep variations, defects, handover evidence and the next owner connected.

Choose what is actually recorded. A selection does not verify the underlying evidence.

Describe required inspection records, photographs, snag decisions and the completion evidence the office needs.

Use a role, not a person’s name. Leave blank or enter “Not known yet” if responsibility is unresolved.

Explain who decides when the job differs from the approved artwork, scope or site information, and how the revised version reaches the next team.

Describe what the next team must be able to identify, verify or complete before accepting the handoff.

A review point, not a promised migration, assessment or installation date.

Select “Not known yet” where evidence is unresolved. Leaving an optional owner blank creates an explicit unassigned action.

A practical output

A handoff record your team can use.

Capture the evidence, owner and unresolved decisions behind the work.

  1. Identify the approved revision

    Current artwork revision, approval record, scope and any stated exclusions.

  2. Prepare the make instruction

    Production specification, checked dimensions, materials/finish, quantities and unresolved technical dependencies.

  3. Review the site handoff

    Survey reference, relevant site conditions, access/permit arrangements and job-specific installation instructions.

  4. Close variations and hand over

    Quality/completion record, variation decisions, snag ownership and the accepted evidence for the office handoff.

Included in your record

Your original entries, a separate owner for each handoff, open questions, the observable outcome and a review point.

Download JSON or spreadsheet-safe CSV, or print the completed record. The tool does not inspect evidence or give a readiness score.

Explore the Spectra sign-job workflow
Read the supporting guide

When to use this

Use this when a sign job is moving from the account or artwork team into production, from the workshop into installation, or back to the office for completion. It supports a process conversation or Spectra evaluation without requiring a product account.

  1. Identify the current job and approved revision

    Describe the sign type, included work and exclusions. Record the authoritative artwork and job specification versions. Identify what the client approval actually covers; layout approval may leave material, fixing or site questions unresolved.

  2. Make production information usable

    Link the current revision to the make instruction. Record the relevant dimensions, materials, finish, quantity and technical dependencies in the organisation’s specification. Give missing information an owner. The checklist cannot determine a safe or suitable technical solution.

  3. Carry site facts into the handoff

    Reference the survey and distinguish checked facts from assumptions. Identify unresolved measurements, substrate information, access and interfaces with other work. Ask the responsible competent team to determine what further investigation or instruction is required.

  4. Agree installation arrangements separately

    Record who confirms access, relevant permits, site instructions and job-specific controls. Where construction duties apply, the responsible team must plan the work through the applicable procedures. A signed artwork proof is not permission to start installation.

  5. Route changes to a decision

    Specify what happens when a site fact or request differs from the approved scope. Identify who decides whether work pauses or changes, how the decision is recorded and how revised instructions reach production, installers and the office.

  6. Define completion evidence

    Agree the checks and records needed for handover, including any relevant inspection, photographs, defects, variation decisions or customer acceptance. Assign unresolved snags. Keep the completion decision separate from the office’s later invoicing or contractual checks.

Applied guidance

Make the record useful to the next person.

Worked example: approved artwork, unresolved substrate

The fictional fascia job has artwork revision C approved for wording and layout. Its substrate confirmation and access window remain unresolved. The output therefore preserves the artwork record while keeping production and installation questions open. It does not turn that artwork approval into technical or site authorisation.

What the tool produces

Create four handoff records: artwork, production, installation and completion. Each carries the relevant evidence references, owner role, next action and open points. The original inputs and acceptance outcome remain in JSON and CSV downloads, so the receiving team can see the assumptions behind the actions.

Keep the next person’s question concrete

Ask whether the workshop can identify the current approved revision, whether the installer can find the survey and unresolved access decision, and whether the office can identify the completion evidence. These observations are more useful than a generic percentage claiming the whole job is ready.

Use process notes, not sensitive job data

Use fictional references and role names. Do not enter exact customer addresses, contacts, access codes, signatures or confidential drawings. The tool does not upload entries; it creates browser-local downloads. Apply your organisation’s storage and sharing process to the exported record.

Coordination does not replace competent planning

The planner cannot assess structures, fixings, electrical work, access equipment or site hazards. The responsible team must determine which technical information, site arrangements, permissions and safety procedures apply. Follow current HSE guidance and relevant specialist advice for the actual work.

Working prompts to adapt

Current version

Job [fictional/reference] uses artwork [revision] and specification [version]. Approval [reference] covers [scope] and excludes [open technical or site decisions]. [Role] owns changes.

Production handoff

[Role] will inspect [specification/reference] against the approved revision. The unresolved make decisions are [questions], owned by [roles], with their resolution recorded at [reference].

Site handoff

Survey [version] records [relevant facts]. [Role] must confirm [access/site/technical dependencies] through [appropriate instruction or plan] before the team relies on the handoff.

Change and completion

If [variation] occurs, [role] decides the next action and distributes [revised instructions]. Completion acceptance requires [observable checks and references]; [role] owns any remaining snags.

Related routes

Continue the delivery decision

Spectra sign-business softwareSeven-stage sign-job workflowSpectra evaluation and rolloutOperational workflow automation

Primary guidance