Permit Templates
Build the templates permits are requested from — requirement checklists, required documents, a default validity window and close-out checks.
Every permit to work is requested from a template. The template decides what the requester has to check and upload before the permit can go for approval, how long the permit is valid by default, and whether the work needs a formal close-out at the end.
Open the templates from Safety → Permits → Templates, or from Admin → Safety → Templates. Creating and editing templates is done on a computer: those pages are not available on a phone.
The template library
The list shows each template's Template Name, its Scope (Org or Project), how many requirement Items and required Docs it has, whether a Close-out is required, its version (Ver) and its Status (Active or Inactive). Search by name, or group the list by Status or Scope. Click a row to open the template.
The library holds this project's own templates and your organization's templates together. Your organization starts with six organization templates marked Default: Hot Work, Electrical Isolation, Excavation, Confined Space Entry, Working at Height and Lifting Operations. Change them to match how your sites work.
Building a template
- Click New template.
- Under Template Details, enter a Name. The Description and Default validity (hours) are optional.
- Add the checks under Requirements & Checklist.
- Add the paperwork under Required Documents.
- Turn on Close-out if the work needs a formal close-out.
- Click Create Template.
When someone requests a permit from the template, the end of the validity window is filled in from Default validity (hours). They can still change it.
Requirements and checklist
Items are grouped into sections. Add a section, then add items to it, and drag items to reorder them. Open an item to set:
| Field | What it does |
|---|---|
| Requirement type | Checklist (verify), Precondition, PPE or Isolation |
| Severity if failed | How serious a failure of this item would be: Critical, Major, Minor or Observation. It sets the severity of the safety issue raised when the item is answered Fail — which only happens while Raise a safety issue when a permit item fails is on in Safety Policies (it is on by default) |
| Requires evidence | The requester cannot answer the item without attaching evidence. Choose the kind you expect: Photo, Document, Measurement or Any |
| Required to activate | The item must be done before the requester can submit the permit for approval |
| Reference standard | Optional: the rule or standard the check comes from |
Required documents
Click Add document for each one. Give it a Document name, a Type (License, Certificate, Insurance, Method statement or Other), and set Required. Every required document has to be uploaded to the permit before the requester can submit it for approval.
Close-out
Turn on Close-out for high-risk work that needs the area confirmed safe afterwards. Add at least one close-out item; the template cannot be saved without one. Close-out items are built the same way as requirement items, and Required to close out marks the ones that must be done.
On the permit, the final approver works through the close-out checklist and confirms the close-out, which closes the permit.
Editing a template
Open the template, make your changes and click Save. Each save raises the version number.
- A permit keeps its own copy of the template it was requested from. Your changes apply to permits requested from now on, not to permits already raised.
- An organization template is shared, so a change to it applies in every project.
- Turn off Active to stop the template being offered when someone requests a permit. It stays in the library, marked Inactive, and you can turn it back on.
Duplicate, promote and delete
All three are in a row's actions menu in the library. Promote to Org and Delete are also at the top of an open template.
- Duplicate — makes a copy named "(Copy)" in this project and opens it, so you can start from an existing template.
- Promote to Org — makes a project template available in every project in your organization. This cannot be undone.
- Delete — removes the template from the library for good; it cannot be restored. Permits already raised from it are not affected. To stop a template being offered while keeping it, turn off Active instead.
Only an organization admin — your organization's owner, or someone whose organization role can manage the organization — can promote a template, create one at organization scope, or edit, deactivate or delete a template that is already organization-wide. For everyone else an organization template opens read-only. For an organization admin, New template also shows a Scope choice: Project — only this project or Organization — all projects. What else you can do with templates follows your role's Safety permissions.
Related
- Permits to Work: requesting, approving and closing a permit
- Safety Policies: extensions and other permit rules
Questions
Who can create or change templates?
Creating a template needs a role that can create Safety records; editing, switching off or deleting one needs a role that can update them. An organisation-wide template can only be changed by an organisation admin.
If I change a template, do permits already raised change too?
No. Each permit keeps a copy of the template as it was when it was requested. Your change applies to permits requested after you save.
Why does a template open read-only for me?
It's an organisation template, and only your organisation's owner or someone whose organisation role can manage the organisation can change those. You can still request permits from it, or Duplicate it into this project and edit the copy.