Create a Permit
Permit To Work can create many different types of permits using various workflows. In this demonstration we will create a General Permit to Work which will follow our simplest workflow of: Create a permit, issue a permit to start work, and hand back a permit for closure when the work is completed.
Upon logging into the system, we land on the home screen.
The Home screen lists all the permits in the system according to their status. So, if they are created, issued, requiring hand back and so on.
To create a permit simply click on the Create Permit button located on the top right corner of the screen.
If you have more than one Sites, you can select the one the permit is for and then click on Create Permit.
The next screen is where all the details for the permit will be entered. On the top we have details about the company that will do the work. The date and time the permit was created (automatically added for convenience but can be altered). The work area on the site the permit is for. A description of the work to be done. A section where any Equipment used can be listed. Upload of Method Statements and Risk Assessments.
The type of permit we are creating can be determined by answering Yes or No to the questions listed, for example, Hot Work, Confined Space, Working at Height.
Each one of the panels shown contain questions relevant to the type of permit they represent.
Permit questions can take various forms, from date fields, check boxes, drop downs to text boxes and even hyperlinks and tables. The system is configurable to suit a wide range of permits.
If the permit, we are creating does not fall under any of these types then we can simply say NO to the questions and the relevant panels will no longer be available.
We will now enter some basic details so we can create a permit.
Once all the information is entered, you can click on the Save button to save the changes, your permit has been successfully created!
The next step in our workflow will be to issue this permit. Please check out the Issue Permit video to see how it is done.
Issue a Permit
Hello and welcome back. In this demonstration we will Issue a General Permit to Work which follows our simplest workflow of: Create a permit, issue a permit to start work, and hand back a permit for closure when the work is completed.
Upon logging into the system, we land on the home screen.
The Home screen lists all the permits in the system according to their status. So, if they are created, issued, requiring hand back and so on.
Our permit will be listed under the Created Permits section at the top of the list. Another way of finding permits is by using the Permit List screen. Let’s have a look at this now.
Click on the Permits menu item from the menu bar.
The next screen is the Permit List screen where you can see all the permits in the system ordered by newest permit first.
Here we can use the filters provided to search for specific permits. For example, we can search for all the permits for a specific Company using the Company filter.
When a filter is applied the little funnel icon will become orange.
We can also hide the filters by clicking on the eye/funnel button.
To reset the filter simply select the Reset button. You will need to unhide the filters by clicking on the eye funnel icon again to see the reset button.
Our permit is at the top of the list so let’s have a look at it again now. We can do that by clicking on the View button next to it.
As we can see everything is still editable since the permit was only just at the creation stage. If we are happy with all the details the next step will be to Issue the permit.
Click on the Issue button and the Issue screen loads.
At the top of the issue screen there is a section outlining other work currently done in the same area. This is only for information and does not stop the permit being issued.
To issue the permit we need to select the person who will do the work, and the start and end time of the permit.
The issuer will sign the permit (you can have more than one signatures here) and we can also email the permit to either individual people or a team of people.
Finally, we enter our password for security and click on Issue Permit.
The next screen we see is the electronic Permit Board. It lists all the live permits in the system, for the selected site, split into their areas.
The colour coding is to do with the type of permit. Red for Hot Work, Green for Confined Space etc. All the colours are configurable.
Our permit is now issued, and it appears on the board. From the permit menu you could view details of the permit, sign into the permit if a contractor came in late to do the work, and print a PDF copy.
Congratulations your permit has been successfully issued!
The next step in our simple permit process will be to hand back the permit as the work is complete. Please check out the HandBack Permit video to see how it is done.
Permit Handback
Hello and welcome back. In this demonstration we will hand back a General Permit to Work which followed our simplest workflow of: Create a permit, issue a permit to start work, and hand back a permit for closure when the work is completed.
Upon logging into the system, we land on the home screen, which lists all the permits in the system depending on their status. As we mentioned in our Issue a Permit video, another way of finding permits is by using the Permit List screen. Let’s have a look at this again now.
Click on the Permits menu item from the menu bar.
The next screen is the Permit List screen where you can see all the permits in the system ordered by newest permit first. Our permit is at the top of the list, and it has a status of issued.
Since the permit is issued and therefore live, we can also view it on the Permit Board. Let’s have a look at it now by clicking on the Layouts menu item from the menu bar.
The next screen we see is the electronic Permit Board. It lists all the live permits in the system, for the selected site, split into their areas.
The colour coding is to do with the type of permit. Red for Hot Work, Green for Confined Space etc. All the colours are configurable.
From the permit menu you could view details of the permit, Sign into the permit if a contractor came in late to do the work, and download a PDF copy of the permit. Let’s click on the View Details option.
As we can see everything is now locked and no more changes can be made since the permit has been issued. We can always upload attachments, as proof of work being done, by clicking on the Add Attachments button. The next step will be to Hand back the permit.
Click on the Hand back button and the Hand back screen appears.
In this screen we enter information about the work that was done, if it was done in a satisfactory manner, or if it can be improved in the future. We can also rate the performance of the contractors that have worked on the permit.
As with the issue screen we have a signature (or more if necessary), and we can also email the permit again to an individual or a team of people. Again, for security we must add our password.
At the end we have a choice of handing back the permit and completing, or if for whatever reason the permit was not complete but expired time wise, we can hand back and create follow up which will complete the original permit and create a copy for us to work with again.
We will just hand back for now so we can finish the process.
Once we hand back, the permit is no longer active and therefore gets removed from the Permit Board. If we click on the Permit List screen, we can see that it is now Completed.
Congratulations your permit has been successfully completed!
This was the simplest workflow a permit can go through in our electronic permit to work system. Thank you for watching.