Work Order lifecycle
This step of the Permit to Work Info Pack looks at the lifecycle of a work order, including creation, submission, and the relevant approval process.
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1. Creating a Work Order
The first step of the Permit to Work process is creating the work order. Without the work order, you cannot create permits, submit anything, etc. There are a few areas where work orders can be created, dependent on the client’s setup:
- Within the Administrator portal
- Within the Contractor Administrator portal
- During the sign-in process
- Via a work order integration
Administrator portal
Administrators can create work orders for a contracting company via the Workforce Admin portal.
- Log into the Workforce Administrator portal.
- Go to Permit → Work orders.
- Press the Create New Work Order option.
- Enter the Description of the works, Location, Company, and the Due Start and Finish Date.
- Press the Create option:
Contractor Administrator portal
Contractor Administrators can create work orders via their portal ONLY if the client has enabled this feature.
- Log into the Contractor Administrator portal from their MyRapid profile.
- Go to Company → Permit to Work.
- Press the Create new work order button.
- Enter the Description of the works, Location, Company, and the Due Start and Finish Date.
- Press the Save button:
Sign-in process
Workers can create work orders during the sign-in process ONLY if the client has enabled this feature.
- Begin the sign-in process.
- Reach the Select your responsibility section.
- Press the Responsible Worker button.
Responsible means you are in charge of the work order and relevant submissions. Supervised sign into the work order submitted by the Responsible Worker. - Press the Create new work order button.
- Enter the Description of the works, Location, Company, and the Due Start and Finish Date.
- Press the Submit button:
Work Order Integration
The Work Order Integration allows clients to automatically generate work orders from external third-party systems (such as Yardi, ClarityFM, etc.) and sync them directly into Rapid's PTW system. Because the creation and data transfer are entirely managed on the client's side, no manual entry or administrative steps are required within Rapid.
Available is the common work order status for this step as the work order is created and ready to be submitted
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2. Submitting a Work Order
Once the work order is created, it’s then up to the contractor to complete the work order submission, which includes the creation of relevant permits and information. Submission can be completed either via the Contractor portal or during the sign-in process.
Contractor Administrator portal
Contractor administrators can submit work orders via their portal to get them pre-approved before arriving on-site. This significantly reduces check-in times, as workers do not have to wait at the terminal for manual approval upon arrival.
- Log into the Contractor Administrator portal from their MyRapid profile.
- Go to Company → Permit to Work.
- Press the Submit button.
- Review the work order details and press Next.
- Enter the Expected hours to complete work and press Next.The remaining fields are optional.
- Tick the relevant type of work you’re performing and press Next.
- Press the Add New button on the following page to create the permit.
- Fill the permit details and press the Save button.
- Select the permit and press the Next button.
- Repeat Steps 7-9 until all permits are created
- Select or Create a Safety Document.
- Press the Next button.
- Press Finish to submit the work order for approval:
Submitting a work order from the contractor admin portal pre-submits the work. The work order will transition to Awaiting Approval once submitted by the worker.
Sign-in process
Contractors can submit work orders during the sign-in process. Before completing the sign-in, an administrator needs to approve the permits submitted within the work order.
- Begin the sign-in process.
- Reach the Select your responsibility section.
- Press the Responsible Worker button.Responsible means you are in charge of the work order and relevant submissions. Supervised sign into the work order submitted by the Responsible Worker.
- Select the work order you’d like to submit.
- Press the Next button.
- Enter the Expected hours to complete work and press Next.The remaining fields are optional.
- Tick the relevant type of work you’re performing and press Next.
- Fill the permit details and press the Save button.
- Select the permit and press the Next button.
- Repeat steps 7-9 until all permits are created.
- Select or Create a Safety Document.
- Press the Next button.
- Press Finish to submit the work order for approval:
The work order will transition to Awaiting Approval once submitted
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3. Approval Process
Once the work order has been submitted by the worker, it’s now up to a client administrator to approve / reject the worker’s submission. It’s up to the administrator’s discretion as to whether the submission meets the requirements to be approved.
- Log into the Workforce Administrator portal
- Go to Permit → Work orders
- Locate the work order you wish to approve
- Press the expand arrow (triangle icon) to the left of the work order number
- Click the Pencil icon to the right of an expanded submission
- Press the blue hyperlink of each permit to view the permit in full
- Use the toggle on the right-hand side to Approve / Reject the permit
- Press the Save button to complete the approval process and allow the worker onsite:
If the work order was pre-submitted, the work order status will transition from Awaiting Approval to Approved.
If the work order was submitted during the sign-in process, it will transition from Available to In Progress.
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4. During Work
Once the worker has submitted the work order with the relevant permits and had this approved. During the sign-in process, their screen will update from Awaiting Approval to Signed In, indicating they can begin work. No further action is required from the worker or admin within the system until the worker finishes the work / for the day.
Once a worker signs into the work order, the work order status updates to In Progress (assuming all permits are approved)
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5. Completion / Exit
At the conclusion of the working day for the worker, the worker must update the status of the work order to indicate whether the works are complete and whether the work order can be closed. When going to sign out of site, the worker must indicate whether the works were completed that day. If they were, the work order transitions to closed, and the worker can no longer access the work order in following visits. Whereas if they weren’t completed, the work order transitions to Incomplete, allowing the worker to sign back into the work order at a later date.
- Press the Sign Out button
- Indicate whether the works were completed
If there are additional workers signed into the work order as supervised you’ll need to acknowledge whether you’d like to sign them out too - Press the Sign Out button
A work order will transition to either Incomplete, if the works were not completed, or Completed, if the works were completed.
Proceed to the next page in the Permit to Work Information Pack: Permit - Workforce Dashboard Overview
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