Before you start
| Action | Permission |
|---|---|
| Prepare, edit a draft, send for approval, cancel | maintenance.permits.manage at the place |
| Approve or reject | maintenance.permits.approve. Not the preparer and not the holder. |
| Activate, suspend, resume, mark work done, close, hand over | The permit holder, or a manager |
The permit list
- Open Work, then Permits. Choose the place if you have several.
- Choose a tab: Live (approved, active, suspended; the default), Draft, Waiting for approval, Expired, Work done, or All.
- The columns are the permit number, work order, type, status, holder, window, and number signed on.
A defence install says Awaiting authorisation, Authorised, Live, Withdrawn, and Cancelled out for waiting for approval, approved, active, cancelled, and closed.
Prepare a permit
- Click New permit, or open it from a work order so the order is fixed.
- Choose the Work order. The list shows active orders at the place: "number · title".
- Choose the Type: General (the default), Hot work, Confined space, Electrical, Lockout / tagout, or Work at height.
- Choose the Permit holder. The default is you.
- Set Valid from (now) and Valid until (now plus 8 hours). The window is at most 24 hours. The permit expires at the end time and the work goes on hold.
- Add Notes (optional), up to 2000 characters.
- Click Create the draft.
A lockout needs the equipment's energy sources recorded and a verified isolation on each before it can go live.
The order must be active (requested, open, in progress, or on hold). An order can have only one permit in progress. Close or cancel the first.
Run the permit
The page shows a stepper: Draft, Waiting for approval, Approved, Active, Work done, Closed.
| Step | Button | Who | Notice |
|---|---|---|---|
| Draft | Edit, then Save | Manager | "Saved." |
| Draft | Send for approval | Manager | "Sent for approval." |
| Waiting | Approve or reject (opens the approval) | Approver | |
| Approved | Activate | Holder or manager | "The permit is active." |
| Active | Suspend (reason required, up to 500) | Holder or manager | "Suspended." |
| Suspended | Resume | Holder or manager | "Resumed." |
| Active, suspended, or expired | Work done | Holder or manager | "Marked work done. Release the isolations, then close." |
| Work done | Close | Holder or manager | "Closed." |
| Draft or approved | Cancel (reason required) | Manager | "Cancelled." |
| Any open permit | Hand over to a new holder | Holder or manager | "Handed over." |
When you hand over, the new holder takes responsibility. People signed on stay signed on.
Activation checks
The system refuses to activate when:
- the permit is not approved,
- now is outside the window,
- an energy source has no verified isolation: "Isolate and prove dead the marked source(s) first."
Automatic expiry
A check runs every 5 minutes. A permit past its window becomes Expired and its work order goes on hold with the note "Permit to work NUMBER expired". The page says "Sign everyone off, mark the work done, release the isolations and close it before preparing a new one."
If something goes wrong
| Message | Action |
|---|---|
| Enter when the permit starts and ends. | Fill both times. |
| The end must be after the start. | Correct the times. |
| A permit window is at most 24 hours. | Shorten the window. |
| the permit window has already ended | Choose a window in the future. |
| holderId must be an active user | Choose an active person. |
| the work order already has a permit in progress: close or cancel it first | Finish the first permit. |
| the permit is already held by this user | Choose another person to hand over to. |
| release every isolation first (N still applied) | Release the isolations, then close. |
| everyone must sign off the permit first (N still signed on) | Sign everyone off, then mark work done. |
| Could not create the permit. | Read the server message and try again. |