Few activities in industrial operations carry as much inherent risk as hot work. Welding, cutting, grinding, brazing, and other flame- or spark-producing tasks are essential to maintenance and construction—but they also introduce one of the most dangerous hazards on any site: fire.
The control and management of these tasks rely on one key safety mechanism: the Hot Work Permit. When properly implemented—and supported by a modern digital permit to work system—it ensures that every precaution is taken before a single spark is struck.
At Pisys, we help organisations bring clarity, compliance, and efficiency to this critical process through digital permit management tools designed for the real-world challenges of today’s operations.
What Is a Hot Work Permit?
A Hot Work Permit is a formal written authorisation that verifies all required safety measures are in place before any activity involving open flames, sparks, or high temperatures begins.
It applies to tasks such as:
Welding and cutting
Soldering and brazing
Grinding or mechanical surface preparation
Use of blowlamps or torches
Any operation that could act as an ignition source
The permit acts as both a safety checklist and a communication tool, ensuring everyone involved—operators, supervisors, and nearby personnel—understands the hazards and controls in place.
Typical components of a hot work permit include:
Exact location and scope of work
Duration and validity period of the permit
Risk assessment identifying fire and explosion hazards
Fire prevention measures (e.g., isolation of combustibles, use of barriers, fire blankets)
Gas testing results where flammable atmospheres may exist
Details of the assigned fire watch and post-work inspection procedures
Authorisations and sign-offs from responsible personnel
Why Hot Work Permits Matter
Without structured control, hot work can lead to catastrophic consequences. Fires and explosions caused by uncontrolled hot work are among the most common industrial incidents investigated by regulators worldwide.
Often, these incidents are traced back not to faulty equipment, but to incomplete authorisations, missing risk assessments, or poor coordination between teams.
A properly managed permit to work system ensures that:
All hazards are identified and controlled before work starts.
Only competent, trained personnel are authorised to carry out the work.
The work area is inspected and prepared, with combustibles removed or shielded.
Firefighting equipment is positioned and checked.
Post-work monitoring confirms the area remains safe.
This disciplined approach transforms hot work from a high-risk task into a managed, traceable, and accountable process.
The Drawbacks of Paper-Based Systems
Many sites still manage hot work permits using paper forms and manual sign-offs. While this may seem simple, it introduces serious inefficiencies and risks.
Common issues include:
Delays in approval when permits need physical signatures from multiple people.
Miscommunication when forms are lost, duplicated, or out of date.
Poor visibility of simultaneous operations (SIMOPS), where multiple teams may be working nearby.
Limited auditability, making it difficult to prove compliance during inspections or investigations.
Data inaccuracy, as manual entries can contain errors or omissions.
These gaps can slow down work, increase the likelihood of human error, and compromise overall safety.
Digital Hot Work Permits: A Smarter, Safer Alternative
A digital permit to work system addresses all of these challenges. It replaces paper processes with an intuitive, cloud-connected platform that gives teams complete visibility of all live permits and authorisations.
With a digital Hot Work Permit, users can:
Create and approve permits electronically, from any device.
View live permit boards, showing all ongoing and upcoming hot work activities.
Receive automated alerts for permit expiries, conflicts, or simultaneous work.
Attach digital risk assessments, photos, and safety documentation directly to each permit.
Record atmospheric test data and sign-offs with time-stamped accuracy.
Access full audit trails, simplifying compliance reporting and investigations.
Because the system is ideally cloud-based (with local server options where connectivity is limited), supervisors and safety teams can oversee operations from anywhere—onshore, offshore, or remotely.
Roles and Responsibilities in Hot Work Permitting
A strong safety system depends on clearly defined responsibilities. Within a digital PTW framework, each role is transparent and traceable:
Permit Creator: Initiates the request, detailing the type of hot work and associated hazards.
Permit Approver: Reviews the request, ensuring compliance with company and regulatory standards.
Issuer/Authoriser: Verifies all safety controls are in place and grants permission to begin work.
Performer: Carries out the hot work in accordance with permit conditions.
Fire Watch: Monitors the area during and after work to ensure no residual fire risk remains.
Handback Authority: Confirms completion and that the area is safe to return to normal operations.
Each step is logged automatically in the Pisys system, creating an unbroken chain of accountability.
Real-World Benefits
Implementing a digital Hot Work Permit process delivers measurable operational advantages:
Faster turnaround times: No waiting for paper forms or manual signatures.
Fewer delays: Real-time communication between teams and supervisors.
Reduced administrative burden: Automated workflows save hours of manual work each week.
Enhanced visibility: Live dashboards make it easy to monitor work across multiple sites.
Improved safety performance: Proactive alerts and controls reduce the likelihood of incidents.
For organisations managing multiple contractors or remote operations, this centralised visibility is invaluable.
Building a Stronger Safety Culture
Ultimately, the goal of any permit to work process is not just compliance—it’s culture. Digital tools help reinforce the importance of planning, communication, and shared responsibility in every hot work operation.
By providing transparency and accessibility, they empower teams to make better, faster safety decisions. Everyone—from welders to senior managers—can see what’s happening, when, and where.
Partnering with Pisys for Safer Hot Work
At Pisys, we’ve helped companies across offshore, manufacturing, and construction industries replace outdated paper systems with flexible, secure, and scalable digital solutions. Our Permit to Work software supports all major permit types—including hot work, confined space entry, electrical isolation, and more—within a single platform.
