Approvals
Send a variation for remote sign-off
A practical guide to choosing the reviewer, sending a secure link and keeping the response with the variation.
What this guide covers
The authorised person is not always standing beside the technician. Remote sign-off lets a reviewer open a secure page, check the record and respond without being added as a paid VariationDesk user.
Confirm who should receive it
A convenient contact is not always the authorised reviewer. Check the name, role and contact details before issuing the link.
- Use the person identified by your project or contract process.
- Enter the email address or mobile number carefully.
- Tell the reviewer what they will receive and what their response means.
- Confirm that you are permitted to send the project information to that contact.
Make the record ready to review
The reviewer should not need to chase the site team for the basic facts. Complete the description, evidence and visible pricing information before sending.
- Check the project and variation reference.
- Use clear photos and notes.
- Confirm the scope and customer-facing value shown are correct.
- Remove internal comments that should not be presented externally.
Send the secure link
VariationDesk creates a controlled review route rather than sending an editable document. The reviewer can open the variation details and record their decision on the page.
- The reviewer does not need a workspace account.
- The link is intended for the named recipient and should not be forwarded casually.
- Time-limited or verification controls may apply to protect the record.
- Email or SMS delivery depends on a working connection and valid contact details.
Track the outcome
The office can see whether the request is still waiting, completed or needs attention. A no-response route can return the item to office review rather than leaving it forgotten.
- Check outstanding links from the office workspace.
- Follow up through the normal project channel when the recipient has not responded.
- Record rejection reasons or comments where provided.
- Reissue only after checking the address and authority, not simply because the first response was unfavourable.
Use the response properly
The response strengthens the evidence trail, but it does not automatically replace every notice, instruction or approval required by the underlying contract.
- Keep the response and generated PDF with the variation.
- Let the commercial team decide whether the record is ready for billing.
- Use the status history to show when the link was issued and completed.
- Raise any disagreement before export rather than hiding it in a note.
Before you finish
Final check
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