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Issue and close a hot works permit

Welding, cutting or grinding starting on site? Issue the permit, check the fire precautions, and close it out after the fire watch. Every permit gets a reference, a signature trail and a place in the register.

Goal

A hot works permit requested, approved, worked under and closed, with the full record held against the project.

What you walk away with

A time-limited hot works permit with the fire precautions checked and signed before work starts, tracked while the work runs, and closed with the fire watch recorded - a complete record for the permit register and your insurer.

Time: ~15 minutes · Level: intermediate · Steps: 5

Set up once per project​

Do these the first time only. If your project is already set up, skip straight to the steps.

Load your permit templates​

Only if

your permit templates are not in the project yet

Add the permit templates your site uses - hot works, step ladders and any others - so each type has its own numbered register from day one.

Full guide: Browse and select a form template

Set the permits to self-service​

Turn on self-service issuance so operatives can raise their own permit requests without waiting for someone in the site office to send a link.

Full guide: Control self-service options when issuing a form

Generate a QR code for each permit type and post them where the work happens - the site office, the welfare, the loading bay. Scanning opens the request form on the operative's phone.

Full guide: Share a newly created form using a QR code or link

Steps​

Steps marked ⚡ AI task are done for you by a PlanOps AI assistant, run from the Assistant Hub on your project home.

Step 1: Issue the permit to the operative​

An operative scans the code, confirms who they are by email and submits the request with the precautions checklist signed. No account, no app to install.

Full guide: Confirm your identity to view shared permits

Step 2: Approve or send back each request​

Requests land with site management for review. Check the precautions before anything sparks. Combustibles cleared, extinguishers in place, fire watcher named. Sign to approve, or send it back if a precaution is not satisfied.

Full guide: View form submission details

Step 3: Keep an eye on the live permit​

The permit sits on the forms dashboard with its status and expiry visible, so you know what hot work is running on site right now.

Full guide: Manage your form tasks from one dashboard

Step 4: Close the permit after the fire watch​

Once the work stops and the fire watch period has been observed, record the watch duration and the final re-inspection, and sign the permit closed. The record is complete without any paper to file.

Full guide: View form submission details

Step 5: Get a permit report each week ⚡ AI task​

Schedule the assistant to read the week's permits and write a report - volumes by type, anything left open, anything closed late - ready for the weekly site meeting. After running the summary report for the first time, return to the task to schedule it to run at a daily or weekly frequency.

Run on demand from the Assistant Hub.

AI task: Summarise Form Submissions to Project Report

Last updated: 2026-07-02