Permit - Workforce dashboard overview

Permit - Workforce dashboard overview

This step of the Permit to Work Info Pack provides information on the Permit dashboard within the Workforce Administrator portal.


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Work orders

Dashboard

This area of the Permit dashboard displays logs for all work orders within the client’s package. For each record, you can view the work order number, description, scheduled dates, and current status.

To help navigate large volumes of data, you can use the on-screen filters to narrow down work orders by date, location, and company. Administrators can also use this page to manually create one by clicking the Create New Work Order button.

You can view more information on the work order by pressing the Pencil icon within the Actions column.




 

Work order status explanation
During a work order’s lifecycle from creation to completion, there are several statuses the work order may go through. 

Status

Meaning

Available

The work order has been created and is awaiting submission

Awaiting Approval

The work order has been submitted and is waiting for admin approval.

Rejected

The work order was rejected and must be resubmitted before work can start.

Approved

The work order is approved and work can begin once submitted during sign-in.

In Progress

The worker has signed in and is currently completing the work.

Complete

The worker has finished the work and marked it as complete.

Incomplete

The worker marked the work as incomplete, but the work order remains open and can be resumed.

Cancelled

The admin has cancelled the work order. It is no longer available.

Closed

The admin has closed the work order. It is no longer available


Work order submissions
When a contractor submits a work order, the submission log is reflected directly within this page. To view individual submission details, click the expand arrow (triangle icon) to the left of the work order number:

 

Pressing the Pencil icon to the right of an expanded submission or the blue hyperlinked text to the left allows you to view its full details and history logs. From this view, administrators also have the ability to close, cancel, or reopen the work order based on its most recent activity.


 

 

Categories

The Categories area allows clients to systematically sort and organise their work orders.
Info
E.g., If a client wants to track all work orders related to a construction phase, any work order relevant to a new building project can be assigned directly to a New Buildings category.

Title
The Title setting dictates how the category field is labelled throughout the system when a user creates a work order. For instance, if you change this setting to Project, the category dropdown menu on the work order creation pop-up will display to users under the label Project.

 



Adding New Categories / Sub-Categories
You can build out custom organisational hierarchies using the Add New Category button (1). The system also supports Sub-Categories, giving you the flexibility to further break down large projects into specific work types (2).


 

Filtering
Once categories are set up, administrators can quickly filter down their active dashboard logs using the dedicated Project (or custom-labelled) filter menu on the left-hand sidebar.


 



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Safety documents

This section is specific to the Employee PTW module. It functions as a centralised library where clients can pre-upload and verify their own internal safety documentation. Employees can then reference these pre-verified files rather than being forced to upload a new document with every single submission.

Info
We will dive deeper into Employee PTW, including Safety documents, later in the Permit to Work info pack.




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Settings

The Settings area is split between two sections: 
  1. Permit Settings
  2. Manage Permit Forms


Permit Settings

This section looks at the PTW-specific settings for the whole package. Each of these settings is explained below:

Setting

Use Case

Use Safety Document

Yes: All submitted work orders will require a safety document to be attached.

No: The safety document feature is turned off and this screen will not appear during the PTW process.

Conditional (Most Common): A safety document is only required if a permit is submitted. If no permits are included, the safety document screen is skipped.

Attached Form

If Use Safety Document is set to Yes or Conditional, a form template from the Manage Permit Forms page must be linked here. This serves as a default template, allowing users to create a new safety document if they do not have a pre-existing or relevant file to upload from their portal.

Use Safety Document Variation

Often, company-wide safety documents are generic and may not cover the unique hazards of a specific job. Turning this feature On gives the person performing the works the option to attach a tailored "variation" form to address those specific risks.

Variation Form

Similar to the Attached Form setting; a specific variation template from Manage Permit Forms must be linked here for users to fill out.

Auto Approve Work Order once Safety Document is Approved

On: The work order is automatically approved as soon as the safety document is approved (provided there are no pending permits in the submission).

Off: An administrator must manually approve the work order, even if there are no safety documents or permits that require approval attached.

Employee Permit to Work

On: Enables the PTW for Employees, displaying the safety document page and allowing administrators to assign work orders directly to employees.

Off: Hides all internal employee-facing PTW features, keeping the system strictly contractor-facing.

Permit Extended Validity

This setting defines the maximum timeframe an administrator is allowed to extend an active permit's validity.

For example, if configured to 24 hours, administrators cannot extend a

permit beyond that specific duration.

 

Permit Groups

The Permit Groups feature is incredibly flexible and can be used in several different ways depending on a client's operational needs.

Ultimately, this feature is used to build the Risk Assessment page that a worker sees when submitting a permit. When creating a group, you will add the required permit types (e.g., Hot Works, Confined Space, Work at Heights) and write a guiding question for each. This helps the worker identify exactly which permits they need to apply for based on the tasks they are performing.
Info
We will dive deeper into configuring Permit Groups later in the onboarding pack.


Manage Permit Forms

This area is used to create and manage the individual permit templates available within the client's package.
  1. Editing Permits: If you need to modify the layout, questions, or requirements of an existing permit, you will do so here. Clicking edit will automatically launch the Form Builder interface. (Note: We will dive deeper into Form Builder mechanics later in this onboarding pack).
  2. Assigning Approvers: Crucially, this section is also where you configure the approval workflows for specific permits. You can designate specific administrators as authorized approvers, ensuring that high-risk tasks are only signed off by the correct personnel. 
Info
We will dive deeper into setting up notifications and approval chains later in the onboarding pack.

 


Notes
Proceed to the next page in the Permit to Work Information Pack: Form Builder overview for Permit to Work

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