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Run a permit-to-work system on site

Put QR codes at the site office, let operatives request their own permits, and run the whole register from one dashboard - hot works, ladders and the rest, with a report at the end of each week.

Goal

A self-service permit system where requests come to you, approvals are signed, and the register keeps itself.

What you walk away with

Operatives raise their own permit requests by scanning a QR code, site management approves with a signature, and every permit - open, expiring or closed - sits in one live register with a weekly report written for you.

Time: ~15 minutes to set up · Level: intermediate · Steps: 4

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: Operatives verify and request​

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, sign to approve, or send it back with a comment if something is missing.

Full guide: View form submission details

Step 3: Run the register from the dashboard​

Every permit sits on the forms dashboard by status - requested, approved, expiring, closed - so you always know what is live on site and what needs closing out.

Full guide: Manage your form tasks from one dashboard

Step 4: 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 your form submissions into one report

Last updated: 2026-07-05