Permit groups

Permit groups

This step of the Permit to Work Info Pack covers how to set up permit grouping to set certain for Permit to Work workflows for different sites.

The Permit Groups feature is the engine behind the interactive Risk Assessment screen that workers complete when submitting a permit. By bundling relevant permit types together (such as Hot Works or Confined Space) and assigning targeted guiding questions, clients can dynamically guide workers to the exact permits required for their specific tasks. This section covers how to build these groups, apply location-based targeting, and configure advanced routing rules like auto-approvals and exit questions.
 
 


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Common Use Case Scenarios

Before creating a permit group, it’s important to ensure you understand the type of workflow the client wants to use PTW for. Clients typically set up their permit groups using one of three approaches (or a combination of them):
  1. The Single-Group Approach (Most Common): A simple setup where the client has one overarching group containing every permit type they offer. The title of the group appears as a sub-heading during submission, and each permit features a straightforward qualifying question (e.g., "Will you be undertaking any hot works?").
  2. The Risk-Level Approach: Multiple groups are created and assigned to the same sites to categorize work. For example, a client might create one group titled "High-Risk Permits" and a separate one titled "Low-Risk Permits" to visually separate workflows for the contractor.
  3. The Location-Specific Approach: If different sites require completely different permit forms, you can create multiple groups to isolate them. For example, you can assign Group 1 strictly to Australian sites and Group 2 strictly to New Zealand sites if they have distinct legislative forms.



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Creating a Permit Group

Once a workflow is determined, creating a Permit Group is simple. However, there are important features you must consider. To create a Permit Group, follow the steps below:
  1. Go to Permit → Settings
  2. Scroll down to the bottom of the page
  3. Press the Add New Group button
  4. Enter the name of the group
  5. Press Create New Group:



 

Configuring the Permit Group

Once the group is created, you then need to configure the group and add the relevant permits and conditions.
  1. Press the Add New Permit button
  2. Title it the name of the high-risk permit
  3. Set the question as something relevant to that high-risk work
    e.g., Will you be undertaking confined space works?
  4. Attach the relevant permit
  5. Fill out the remaining fields based on how the client wants to use it
    See the Additional Features within Permit Groups below for more info on each of the options
  6. Press the Create New Permit option
  7. Repeat Steps 1-6 for the remaining permits



Additional Features Within Permit Groups

When configuring individual permit types inside a group, you can toggle several additional settings:
  1. Exit Questions: These are questions tied to a specific permit that are not answered during submission. Instead, they are prompted when the worker is signing out of the site (e.g., "Have you completed the mandatory 1-hour fire watch?").
  2. Mandatory: Toggling this forces the specific permit form to be completed for all work orders submitted under this group, regardless of how the worker answers the risk questions.
  3. Requires Safety Document: Disabling this means a safety document will not be requested for this specific permit type, even if the global system setting is set to Conditional.
  4. Auto Approval: Turning this on ensures that this specific permit type bypasses admin queues and automatically approves the moment it is submitted.
  5. Conditional Formatting: This allows you to hide other permit forms from being selectable based on whether this specific permit is or isn't chosen. This rule can even hide permits across other groups positioned below it.


Info
Note: Once a group is created, you must click the Location button to assign which specific sites this permit group will appear for during the submission process.

 


Notes
Proceed to the next page in the Permit to Work Information Pack: Safety Documents

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