Raising E-Permits through the System
Permits can be applied for (raised) by a specific number of persons:
1) System Administrators – all access levels
2) (Sub)contractor Users (Administrators) – all users
3) Sub-Subcontractor Users – all users
4) People (Employees) – can be authorised to raise permits in their employee account by ticking the box “Permit requestor”
Visibility of the permit depends on who raised the permit:
Permits raised by system administrators without specifying a (subcontractor) can only be seen by system administrators with permission to see the data of the location or project the permit was raised for.
Permits raised by system administrators with a specified (sub)contractor can be seen by all of the above and also by all administrators of the subcontractor the permit was raised for.
Permits raised by (Sub)contractor administrators can be seen by can be seen by all of system administrators and also by all administrators of the subcontractor the permit was raised for.
Permits raised by individuals (as Permit requestors) can be seen by all of the above and also by the individual who raised the permit.
Raising (Requesting) a Permit
To request a permit, click on the sidebar item ‘E-Permits’ to open this module. Then click on the blue button ‘+ New E-Permit’ in the top right-hand corner of the page.
This will open the window ‘Create new E-Permit’.
You need to specify the task the permit is raised for, and can add a more detailed description of the task.
Select the permit type you want to use in your application in the field ‘Type’.
You will also have to select a start and finish date for your permit type. Please note: If you selected a General Permit, the duration here relates to the duration of this permit, which may be significantly longer than the duration of the associated safe work permits.
Continue by selecting the Location, Project and (Sub)contractor information. Please note: (Sub)contractor information can only be selected if the permit is requested on behalf of a subcontractor by a system administrator.
It is also possible to select the people who will be completing the work under this permit. Please note: Only people who are compliant with all requirements of the selected location or project can be selected here.
Depending on system set-up you may be required to mark the exact location of the works that are covered by this permit on an interactive map.
Press “Save Changes” to complete permit set-up. This will insert your permit in the list of permits and open the Permit Application Form.
By scrolling down you can complete the permit application by inserting the required information in the fields of the digitised form that shows on screen. Use the “Save Changes” button at the end of each stage to save the details you added to your form.
Once the form at the ‘Application Stage’ has been completed and saved, you will be able to select the required ‘Safe Work Permits’. You can ‘Skip’ this step if no additional safe work permits are required.
If you selected safe work permits, confirm your selection with the green button ‘Save & Submit’. This will generate the required safe work permits that you can now proceed to complete by clicking on the blue button in the ‘Name’ column of the table ‘Work Permits’. Please note: The system will automatically produce one Work permit of each type for each day of the duration of the works. You can use the ‘N/A’ button to indicate if a specific safe work permit is not required.
Once you have completed all permits in your application, the system will automatically notify the Administrators, and they will review your permit application.
Agencies Completing Permits on Behalf of Contractors
If permits are completed by agencies who are treated as subcontractors, the contractor completing the work will be set up as a sub-subcontractor on the system. The agency personnel who wants to request permits on behalf of one of these sub-subcontractor companies needs to be set up as a sub-subcontractor user to be able to log in to the system and complete a permit on behalf of the contracted company.
The Permitting workflow is the same whether a company applies directly for a permit or if an agency applies for a permit on behalf of a subcontractor.