Permit to Work

The Permit to Work module runs your high-risk work — hot work, confined space entry, working at heights, LOTO, excavation — as a fully digital, auditable lifecycle: from a template-based draft through gated authorisation, on-site pre-checks, QR sign-on, activation, and sign-off, all the way to a controlled close.

How a permit moves

Every permit follows a controlled lifecycle, shown as a step trail on the permit page:

Draft → Authorised → Pre-check → Accepted → Active — and finally Closed.

Each transition is recorded in the permit's audit timeline with actor, role, and timestamp. Terminal states are immutable.

Start from a template

Permits are created from permit templates your safety specialists configure — each carrying its own pre-check checklist (with hard stops), on-site safety roles, required certifications, and lifecycle defaults such as time-bounding and re-check cadence. Pick the template and zone, describe the scope, set the time window — the draft receives its permit number automatically.

Authorisation runs the gates

Before anyone can authorise a permit, QuickInspect checks:

• Risk assessment coverage — every declared activity needs a covering, approved risk assessment
• Hazardous substances — hazmats registered in the permit's zone must be explicitly acknowledged
• Permit conflicts — overlapping permits in the same zone are checked; incompatible combinations block

Only then does the authoriser sign — with a real, drawn signature. At that moment the permit's full risk picture (template, risk assessments, hazmats, zone) is frozen into issuance snapshots that later edits can never alter.

Pre-check with hard stops

On site, the pre-check walks through the template's checklist: yes/no checks, numeric readings with acceptable ranges (for example a gas test in %LEL), and photo evidence. Items marked as hard stops keep the permit blocked until every one of them is green.

QR sign-on and accept

Every permit carries its own site QR code — print it onto the permit certificate and post it at the job. Workers scan it with their phone, land directly on the live permit, and sign on with one tap. Each worker then accepts in person: name confirmed, signature drawn, time and GPS position recorded — after QuickInspect has verified their required certificates and induction. The permit only advances once every assigned worker has accepted.

Active — and watched

A supervisor activates the permit with the accepted crew frozen into the record. While work runs:

• Periodic re-checks fall due on the template's cadence, with an overdue banner and guided re-capture
• Any worker can capture a last-minute risk assessment (LMRA) observation — a red residual rating pauses or suspends the permit on the spot
• Suspending a permit is deliberately available to everyone — it is the emergency brake

Sign-off and close

Workers sign off with name, time, and location. On hot-work permits, closing stays locked until the fire watch has signed off. The issuer then closes the permit with a final signature — and the complete story (signatures, checks, observations, transitions) remains sealed in the audit trail, exportable as a PDF.

Never silently closed

If a permit runs past its end time without being closed, QuickInspect never closes it silently. A sweep flags it as expired without closure, notifies the people responsible — and if workers were still signed on, an incident is logged automatically and linked to the permit.

Related

• Risk Assessment — the RA coverage that gates authorisation
• Hazardous Materials — zone hazmats acknowledged at authorisation
• Incident Reporting — incidents can suspend overlapping permits