Permit to Work for Employees

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 for external contractors. This is incredibly useful for clients who regularly perform high-risk maintenance or operational works using their own workforce.

Because internal employees do not have access to the Contractor Portal, this mode changes how safety documents are managed, where submissions are completed, and how work orders are assigned.
Info
Employee PTW functions exclusively within the Rapid GO sign-in process.

 
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Enabling Permit to Work for Employees

Enabling PTW for Employees flips the global switch to make employee-facing options visible within your administrator dashboard. Flipping this toggle will not instantly allow employees to use PTW during sign in; you must still activate it per site in the next step.
  1. Go to Permit → Settings
  2. Enter the Permit Settings area
  3. Turn the Employee Permit to Work setting to On
  4. Press the Save button:



 

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Activating employee Permit to Work on Rapid GO

To allow employees to use the PTW system during their sign-in, you must activate the option within Site Info for the Employee learner type:
  1. Go to Access → Site Info
  2. Select your site
  3. Enter the Rapid GO area
  4. Scroll down to the Per-Learner Type Settings
  5. Select Employee from the Learner Type dropdown
  6. Switch the Enable Permit to Work option to On
  7. Press the Update button:



 

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Safety documents

The Safety Documents tab within the Permit module serves as a centralised library for internal employee compliance files. Because internal employees cannot log into a Contractor Portal to upload their credentials, client administrators must manage this documentation on their behalf.


 

Once an administrator uploads and verifies a safety document for a specific site, it becomes instantly available for employees to select during their work order submission process at that location.
  1. Go to Permit → Safety Documents
  2. Press the Upload New Safety Document button
  3. Select the site(s) from within the popup
  4. Enter an Expiry Date
  5. Upload a Safety Document
  6. Enter the title of the document in the Short Description section
  7. Press the Save button:





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Creating work orders for employees

When creating work orders for contractors, you select their explicit contracting company name from the system dropdown. For internal employees, the workflow requires a slight shift:
  1. Go to Permit → Work Orders
  2. Press the Create New Work Order button
  3. Enter the Description of the works, Location, and the Due Start and Finish Date
  4. Select the Host Company option and choose an Employee from the dropdown
  5. Press the Create button:


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Assigning a specific employee as "Responsible" assigns ownership to the work order but does not block other internal employees from interacting with or submitting it if required.

 

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Employee work order submission

For submission, employees have two options:
  1. Within the Administrator portal
  2. During the sign-in process

Administrator portal

Administrators can pre-submit a work order directly from the backend dashboard on behalf of the employee to streamline their arrival workflow.
  1. Go to Permit → Work Orders
  2. Locate your work order and press the Paper Plane icon in the Action column
  3. Review the work order details and press Next
  4. Enter the Expected hours to complete work and press Next
    The remaining fields are optional
  5. Tick the relevant type of work you’re performing and press Next
  6. Press the Add New button on the following page to create the permit
  7. Fill the permit details and press the Save button
  8. Select the permit and press the Next button
  9. Repeat Steps 7-9 until all permits are created
  10. Select or Create a Safety Document
  11. Press the Next button
  12. Press Finish to submit the work order for approval:


 

Sign-in process

Alternatively, employees can build out and submit their permit forms live at the kiosk or terminal when they arrive on-site.
  1. Begin the sign-in process to site
  2. Reach the Work Order section
  3. Select the work order you’d like to submit, or create a work order
  4. Press the Next button
  5. Enter the Expected hours to complete work and press Next
    The remaining fields are optional
  6. Tick the relevant type of work you’re performing and press Next
  7. Press the Add New button on the following page to create the permit
  8. Fill the permit details and press the Save button
  9. Select the permit and press the Next button
  10. Repeat Steps 7-9 until all permits are created
  11. Select or Create a Safety Document
  12. Press the Next button
  13. Press Finish to submit the work order for approval:







Notes
You have now completed the Permit to Work Info Pack. Please return to the main page to review any sections you may wish to revisit: Permit to Work Info Pack

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