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WHAT’S POSSIBLE
In-work defect capture
Ownership assignment & status tracking
Alerts & notifications
Review & approval before close-out
Visibility across open defects
PROBLEM 01

Issues are found too late

Defects are often discovered long after the work is finished - during close-out, handover, or once the asset is operational. By then, fixing the issue means delays and additional cost that could have been avoided if the problem was caught earlier.
Defects fix this by:
  • ✓
    Capturing issues as they’re identified during or immediately after the work is completed
  • ✓
    Prompting teams to record defects at the point they occur
  • ✓
    Making issues visible immediately, not at close-out
  • ✓
    Allowing problems to be addressed while work is still underway
Active Projects
12 ongoing
Building 4 HVAC Maintenance
Due Friday
Q1 Safety Inspection
In progress
Equipment Installation - Site 3
Next week
Annual Compliance Audit
2 weeks out
Smart Automations
8 active
Auto-assign by skill & location
Running
Send weekly compliance reports
Running
Flag overdue preventive maintenance
Running
Sync to QuickBooks
Paused
Problem 02

Issues don’t always get resolved

Even when issues are identified, the follow-up work isn’t always clear or tracked. Without ownership and visibility, defects can remain open longer than expected or be missed entirely.
Defects fix this by:
  • ✓
    Clearly documenting issues so all details and requirements are captured
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    Assigning clear ownership and notifying the right people to drive follow-up
  • ✓
    Keeping defects visible until they’re resolved
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    Preventing defects from being closed without approval
Problem 03

Defects are difficult to track at scale

As the number of jobs or complexity of work increases, defects quickly spread across work orders, assets, and teams. Without a clear, consolidated view, it becomes hard to understand what’s open, what’s in progress, and what needs attention next.
Defects fix this by:
  • ✓
    Providing a central view of all open defects across jobs
  • ✓
    Making defect status and ownership clear at a glance
  • ✓
    Using alerts and notifications to prompt follow-up and prioritisation
  • ✓
    Reducing the risk of defects being overlooked as work scales
Team Activity
Live
Mike completed site inspection
2m ago
Sarah updated equipment status
8m ago
New work order assigned to you
15m ago
Photos added to job #4521
1hr ago
Smart Automations
8 active
Auto-assign by skill & location
Running
Send weekly compliance reports
Running
Flag overdue preventive maintenance
Running
Sync to QuickBooks
Paused
Problem 04

Fixes aren’t backed by clear evidence

Defects may be marked as resolved, but the details of how they were fixed aren’t always captured. Photos, measurements, and notes are often scattered or missing, making it hard to verify the work or build confidence in the outcome.
Defects fix this by:
  • ✓
    Capturing photos, measurements, and notes as part of rectification
  • ✓
    Creating time-stamped evidence linked to the defect, job, and asset
  • ✓
    Requiring review and approval before defects can be closed
  • ✓
    Supporting confident sign-off and verification of completed fixes
FAQ

Common questions about defect management

Find answers to the most common questions about defect management, defect tracking and non-conformance management.

Can I raise defects while work is being completed?

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Yes. Defects can be raised at any stage of a job, allowing teams to capture issues as they're identified rather than waiting until work is complete. Photos, notes and supporting evidence are recorded alongside the defect, creating a complete history from the moment it's raised.

Can defects be linked to work orders and assets?

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Absolutely. Every defect can be linked directly to the relevant work order and asset, giving teams complete visibility into where issues occur, how they've been resolved and whether similar problems have happened before. This connected defect tracking system makes it easier to manage recurring issues and improve long-term asset reliability.

Can defects require approval before work begins?

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Yes. HINDSITE allows you to configure approval workflows so defects must be reviewed and approved before corrective work can begin. This helps organisations maintain quality standards, improve governance and support multiple non-conformance management processes where required.

Can I track defects from my phone or tablet?

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Yes. HINDSITE supports defect tracking through both its web and mobile applications. Teams can raise defects, attach photos, update progress and resolve issues directly from their mobile device, whether they're in the workshop, on site or in the field.

Can HINDSITE replace spreadsheet defect tracking?

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Yes. Many organisations replace spreadsheets and disconnected defect tracking tools with HINDSITE. HINDSITE keeps every defect, update and approval connected to the relevant work order and asset, providing one trusted source of truth from identification through to resolution.

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