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Permit to Work Software: Online Permit to Work System for Managing Safe Work Permits

A permit to work is required for any task that has the potential to affect the health and safety of people in the workplace and is used to ensure that work is done safely. It involves a process of requesting, reviewing, authorising and documentation of a safe work permit for the work to ensure there are non conflicting tasks being carried out by other workers and that appropriate controls, certifications, hazards are identified, risk assessments are completed and if relevant, isolation management implemented.
A permit to work system sets out the procedure for instructions on what work is to be done for the task, where, and when as well as a responsible person assigned to assess the task and check safety at each stage.

Best practice permit to work software involves implementing a system to issue work permits online via tablets or mobile devices to your workforce and contractors and to have a centralised online permit register to manage permits to work including expiry dates, history, awaiting review and responsible persons. Check out our guide for how and identify what to setup in permit to work software and our library permit to work templates.

Types of Permits to Work

Every workplace and site is different and there are many varying situations and tasks where a permit to work is required. Common ones include:

- Hot work permit
- Radioactive materials
- Dangerous chemicals
- Excavations
- Power supplies
- Confined spaces
- Excavation
- Working at heights
- Electrical
- Other hazardous conditions

View 10 common permit to work templates here

The permit to work specifies the hazards and the risk control measures that contractors need to be aware of before they start work on the task. It is a critical instrument for communicating and ensuring full awareness of important safety information in relation to the specific task they are about to do. When a contractor arrives on site, it's critical that before they begin their work tasks, they are instructed upon and issued the specifics around the hazards and risk controls in relation to that job task. If this isn't done, you expose the contractor to a high level of risk when conducting their work which could result in an injury to the contractor or your coworkers.

Guide to setting up Permit to Work Software

When it comes to your workplaces specific requirements and workflows for permit to work software, it's important to make sure that the system reflects how you need permits to work to function in your workplace and for your type of workforce and contractors. Every workplace is different but the goals are going to be the same. Some types of permits won't be relevant to your workplace versus others that will be common day to day or week to week permits. Permits to work are hard to track. The visibility, traceability and management of permits to work is critical to ensure that safety managers are aware of all the activities and risks before the contractor starts their job activity or task. They communicate the critical information, the hazards involved, the precautions to take and the required authorizations.

As a walkthrough going through how to setup a permit to work system, the first step is to identify what kinds of permits you need to put in place.

- Hot Work Permit (flammable materials involved?)
- Cold Work Permit (no source of ignition)
- Confined Space Entry Permit (entering any confined space such as a tank, vessel, tower, pit or sewer)
- Special Permits (Radioactive materials, Dangerous chemicals, Excavations, Power supplies)

Once you have identified to the types of permits you want to manage, the workflow to develop is a permit to work system for managing how permits will be requested or issued and how approvals will be managed. How will you manage notifications and approval requests? How will access to permit requests be done and how is a permit to work assigned?

Online Safe Work Permit Management

Traditionally managed on paper, an online permit to work system is far more effective in real-time safe work permit management and faster sign off, raising of the permit, updating it and awareness of changing hazards in the workplace.

Tasks can be ordered by job number, job site, date or other job specific filters so that you can have a central registry of contractor jobs and tasks along with all the critical safety information for each job such as safe work method statements or JSA's and even a matching hazard registry in relation to that job. All permit documentation and records centrally consolidated and accessible in a centralised permit system. When the job is completed, the permit to work forms can be closed and you can then have a permanent registry of closed permits to search and access as an ongoing permit to work registry.

Search Permits to Work

Contracting companies can access and search relevant permits for high risk work on demand and in real-time. Establish a search engine dedicated to your organisations safe work permits for real-time and historical permit records for different sites and work locations.

Permit to Work Software Template

Have a look at our permit to work system template right here:


Registry of current permits contractors can request

Create a live registry of current and active permits. Contractors can then request from the permit registry and administrators can then validate, approve and issue those permit requests. You can then easily categorise who is pending approval, who is rejected and who has been approved. Permits could be tied to equipment, job activities, site, role and more, entirely customisable on demand and in real-time.

Custom Safe Work Permits

Customise different permit to work forms using our dedicated permit form builder. Create different custom notification and authorisation rules and personalise your own workflows so that the permit to work system fits your organisations unique requirements. No two workplaces are the same!

Tablet / Mobile Permit to Work Management

Everyone is on mobile these days and its a critical platform to use for front line workers so that they have access to permit to work management on demand. Setup your permit to work process via the app. Contractors will complete a permit to work form from a tablet / iPad or mobile phone / Android / iPhone or they can also access and progress through permit to work forms before they arrive on site using a dedicated web portal.
A permit request is then sent to the responsible person who views the information for compliance and risk checks and then authorises it or provided feedback. The approval, rejection or feedback notification is then sent to the contractor. They can then proceed with the job task and when completed, signs out. The responsible person is notified of job completion and can close the permit to work.

Most common activities that require a permit to work system

The most common job tasks that require a permit to work system are ones that involve high safety risks such as working in confined spaces, hot and cold work and electrical activities. These job tasks require important safety checks before hazardous work can commence.

Precautions to be taken

Imagine every time work or tasks are being done around your facility, site or workplace, no matter what location, site access point or facility is being worked on, there is a constant awareness in real-time of what hazards affect that area and what precautions need to be taken? Control the work areas and job tasks that are potentially hazardous by using innovative and a modern permit to work system to digitally document which work is to be done and the precautions to be taken in order to carry that work out.

Integration with Work Orders

Whether you need to add in our full work request and work order module or you want to integrate with an existing work order system, you can seamlessly ensure that as work orders are raised and issued to contractors, the permit to work side of things is also part of that workflow.

Setup your Permit to Work System

Want to try out a permit to work setup? Get started right here:

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What's New 08/08/2020

Hot Work Permit

Confined Space Permit

Managing Permits to work

What is a Permit to Work

Permit to Work Templates

Permit to Work App