Customizable work permit types and question sets can be created by Corporate Clients. This assists with time-controlled documents for people management and allows for the electronic issuing of work permits.
To manage your Work Permits, navigate to the Work Permit module available on your dashboard.
The Corporate Clients need to create the requirements that need to be met to generate a Work Permit for your Service Providers, so the function to create and issue work permits will only be available to Corporate Client users.
Note: When a work permit is created, the system will prompt the user to fill in fields. These fields will include the project, service provider, responsible person, start and end date of the work permit, location where the work is to be carried out and the description of work.
Service Provider to request Work Permit
Note: If you already have an existing work permit, you can only request a new work permit if the current work permit is due to expire in 27 days or less.
In certain instances, a Corporate Client will allow a Service Provider to request a work permit to be issued and fill in the applicable questions for the work permit as needed.
This is a configuration setting that is managed by the corporate client that will be actioned within the Project Pack line item.
Navigate to your pack documents in Project Compliance and edit or create a new pack item.
At “Attach a Work Permit” select the applicable work permit type.
For this configuration to work, the Client must select SP Submission of work permit.
When you are done, select the save button.
1) Service Provider to request Work Permit in the pack line item
Navigate to Project Compliance on your dashboard, view the applicable project.
Select the Upload button that displays next to the work permit pack item.
Another screen will pop-up whereby you will be required to fill in and answer the applicable questions for the work permit.
Using the dropdown selection available, select the work permit type.
Enter in the personal details of the Service Provider.
Fill in the required date fields by using your calendar icon.
Note: These fields are required to create the validity period of the Work Permit.
Enter the description of the work to be carried out, as well as the location thereof. It is advised to add as much detail to these fields as possible.
Once completed all the required fields select save
Note: ALL fields must be completed so that the Work Permit can be successfully saved.
From the dropdown selection available, select which employees need to be issued with the work permit, alternatively you can add all employees.
From the dropdown selection available, select which equipment items need to be approved with the work permit, alternatively you can add all equipment items if it is necessary.
The questions for the Work Permit will display in a list format for you to answer accordingly.
To answer the question set, simply highlight the question, and select the edit button.
Change the question to “Yes” if it is valid or relevant to the question that is being asked.
Add any final comments in the space available and when you are complete, select the submit work permit request button.
A pop-up message will appear advising you that the request has been submitted.
Once a Work Permit is requested, the status of the line item will remain as Not Approved until the work permit has been approved by the applicable Corporate Client user. The applicable representative from the Clients users will be notified of the work permit submission.
2) Adding Text and a Signature to a Work Permit
Note: This function is available to the Service Provider and the Corporate Client user.
Select the add text button.
Click on the document at the place that you need to add your text and select save document.
If you need to add a signature to a document, select the sign button.
Use your “mouse” to add the signature and when you are complete, select create.
Click on the page to add the signature in its required space and select the save document button.