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AI agent for civil engineers

Site Visit Observation Follow-Up Agent

Close every field observation or escalate it, with evidence.

MonitoringComplianceReal estate and construction
See how it worksGet access
Site Visit Observation Follow-Up Agent: what goes in, what the agent does and what you get

What it does

Observations from a site visit get written in a report and then are not checked on the next visit. This agent logs each observation with location and photos, and tracks the contractor's response. On later visits, it uses your new notes and photos to check each open item for closure evidence. It marks closed items, keeps the others open, and escalates those that remain open after your set number of visits. It drafts the follow-up letter to the contractor. You approve every letter. Edge case: a rebar spacing problem is noted at a slab edge, and the next visit's photos show the pour was done, so the agent escalates it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Site visit is complete 2 USES A TOOL Read the visit notes and photos 3 DOES Log each observation with location, photo and risk 4 USES A TOOL Compare new notes and photos with earlier open items 5 CHECKS THE RESULT Is each earlier item closed with evidence? If not: Keep it open and record what is missing. Back tostep 4. 6 USES A TOOL Draft the follow-up letter to the contractor 7 YOU APPROVE Engineer approves the letter before it is sent 8 DOES Update the observation log and rank open items byrisk 9 CHECKS THE RESULT Has any open item passed the escalation limit? If not: Continue tracking at the next visit. Back tostep 4. 10 YOU APPROVE Engineer approves the escalation note drafted forthose items 11 RESULT Observation tracker and letters
Read the steps as a list
  1. Site visit is complete
  2. Read the visit notes and photos
  3. Log each observation with location, photo and risk
  4. Compare new notes and photos with earlier open items
  5. Is each earlier item closed with evidence?If not: Keep it open and record what is missing. Back to step 4.
  6. Draft the follow-up letter to the contractor
  7. Engineer approves the letter before it is sentThe agent waits here for your OK.
  8. Update the observation log and rank open items by risk
  9. Has any open item passed the escalation limit?If not: Continue tracking at the next visit. Back to step 4.
  10. Engineer approves the escalation note drafted for those itemsThe agent waits here for your OK.
  11. Observation tracker and letters

How it decides

It marks an item closed only with evidence in a later visit. Items open after two visits are escalated.

  • Closed means visible evidence in photos or a later visit
  • Escalate after 2 visits open (default)
  • Safety and structural items rank highest
  • Covered work is escalated at once

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Escalation limit (default 2 visits)
  • Risk ranking
  • Letter tone
  • Photo requirements
  • Contractor contacts

What keeps you in control

It always asks you first

  • Letters to the contractor
  • Escalations

Hard limits

  • Never sends letters without approval
  • Never closes an item without evidence
  • Keeps photos with dates

It stops when

  • Done: all items closed
  • Stop: contractor non-responsive after escalation; engineer decides next step

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAfter the third visit to a parking structure, 9 items were open. Four had photos showing repairs, so they were closed. Rebar spacing at a slab edge was noted at the first visit, and photos of the second visit showed the concrete poured, so the check failed. The agent escalated it with the photos. The engineer approved the letter to the contractor.

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