Responsibility,Trigger,Definition of done,Primary owner,Backup owner,Decisions allowed,Escalate when,Approver / escalation contact,Task due or deadline,Next review (local date/time),Completion evidence,State
Move approved cleaning appointment,Client requests another slot,Client and crew agree on new date; job record matches,Morgan (coordinator),Jess (supervisor),Offer qualified open slot under agreed scope,Scope or price or access changes,Naomi (owner),Before originally promised visit,2026-11-12 15:00,Client confirmation + crew rota + updated job record,Active
Reorder standard cleaning supplies,Approved stock below reorder point,Approved order placed and recorded,Jess (supervisor),Morgan (coordinator),Buy approved product within business-specific limit,New chemical or unapproved supplier or over-limit purchase,Naomi (owner),Before next scheduled supply run,2026-11-13 14:00,Purchase order and supplier delivery time,Active
Release approved completion paperwork,Supervisor approves closeout,Client receives correct scope and evidence,Cal (office assistant),Morgan (coordinator),Send packet after signed supervisor check,Disputed result or missing signoff or variation,Jess (supervisor),By agreed customer closeout date,2026-11-12 17:00,Signed closeout link and sent message,Trial