Introduction to Permit to Work
This first step of the Permit to Work Info Pack provides an overview of Permit to Work, its necessity, and its workplace application.
---------------------
What is Permit to Work?
Permit to Work (PTW) is a module within Rapid that helps digitalise the management of high-risk work. It allows clients to capture, store, and manage permits and safety documentation in one place.
PTW enables contractors to submit the required documentation for any high-risk work they are performing, ensuring they meet compliance requirements before starting work.
Because PTW is integrated with the Access system, this process is completed as part of the sign-in experience. This ensures that when contractors arrive onsite, all required permits and documentation are submitted and verified before work begins.
---------------------
Why does Permit to Work exist?
PTW exists to support compliance with workplace health and safety regulations, particularly in environments where high-risk work is performed.
For activities such as construction, electrical work, welding, etc, workers must hold the appropriate training, certifications, and approvals. These requirements are in place to:
- Protect workers from harm
- Ensure safe work practices are followed
- Reduce risk to the client and site
Failure to meet these requirements can result in serious safety, financial, and legal consequences.
The PTW system helps manage this by requiring permits and approvals before work can begin, ensuring that only compliant and authorised work is carried out onsite.
---------------------
Where Permit to Work fits in Access
Access plays a key role in the PTW process by integrating permit submission into the sign-in workflow.
When contractors arrive onsite and sign in, they are prompted to:
- Select or create a work order
- Create any required permits and safety documents (i.e. SWMS)
- Submit for approval (work cannot begin until approved)
This ensures all relevant information is captured at the point of entry.
Contractors can also submit work orders and permits in advance via the Contractor Portal. However, upon arrival onsite, they are still required to confirm their work and compliance before beginning.
---------------------
Key concepts
Work Orders
Work orders are the central record for a job being carried out by a contractor. They contain all relevant details of the work and house any associated permits and safety documents.
Permit
A permit outlines the specific high-risk work being performed, including the activity, location, risks involved, and the controls in place to mitigate those risks.
Approval
Approval is the process where a client administrator reviews the submitted work order and permits, and authorises the work to begin once all requirements are met.
Safety Documents / SWMS
A safety document (Such as a safe work method statement) is used to identify high-risk construction work, outline potential hazards, and detail the control measures needed to keep workers safe.
---------------------
Generic Permit to Work flow
π Work Order Created β The job profile is initiated.
π οΈ Permits Generated β The contractor completes the required permit forms during submission.
π© Submitted for Approval β The digital packet is routed to the client's admin team.
β
Admin Review & Sign-off β An authorized administrator approves the request.
π Work Commences β The contractor is cleared to sign in and begin.
π Job Closeout β The contractor completes the task and closes out the work order.
Proceed to the next page in the Permit to Work Info Pack - Work Order lifecycle
Related Articles
Permit to Work Info Pack
This pack provides an overview on Rapid's Permit to Work (PTW). Click on each section title below to learn more about that specific area. We recommend following each step in chronological order to get a complete walkthrough of the system. Section ...Permit to Work approvers & notifications
This step of the Permit to Work Info Pack looks at setting up notifications and approvers and the best approach with how to manage. Both steps are crucial to a well-functioning Permit to Work system. --------------------- Approvers Permit approvers ...Permit to Work for Employees
This section of the Permit to Work Info Pack provides information on configuring and managing Employee-enabled Permit to Work workflows. Employee Permit to Work (PTW) allows clients to utilise the PTW module for internal staff rather than strictly ...Activating Permit to Work
This step of the Permit to Work Info Pack looks at how to activate Permit to Work across the sign-in process and enabling the relevant features within the contractor portal. Activating Permit to Work during the sign-in process is the most important ...Form Builder overview for Permit to Work
This next step of the Permit to Work Info Pack provides an overview of Form Builder and its integral role in the Permit to Work system. --------------------- What is form builder and what is itβs use case? Form Builder is the internal Workforce ...