Process library / Digital permit to work
ConstructionFMHealthcareEngineering
Digital permit to work
Contractors scan a QR code, request a permit from their phone, and the right approver is notified straight away. Every permit is routed, recorded and reported automatically, inside your Microsoft 365.
What changes on site
No chasing paperwork.
Requests reach the right approver the moment they’re submitted.
No manual filing.
Approved permits are saved as PDF records against the right project.
No lost records.
Every action is time-stamped, searchable and ready for audit.
The problem
Paper permits hold up the work they're meant to protect.
Slow
Waiting for a signature
Work can’t start until someone finds the approver, and the approver finds the form.
Invisible
No live picture
Nobody can see which permits are open, approved or overdue across sites without phoning round.
Manual
Printing, scanning, filing
Admin time goes on paperwork instead of the work, and forms get re-keyed into spreadsheets.
At risk
Gaps at audit time
Missing, illegible or misfiled permits are hard to explain when a client or regulator asks.
Live demo
Follow a permit from scan to report.
A hot works permit at Northfield Construction’s Medway Wharf site. Click any step, or let it play.
The contractor scans the QR code on site, picks the region, site and work activity, and completes the permit on their phone. No app to install.
The request goes straight to the right approver for that site and permit type, by email or WhatsApp. Overdue approvals escalate automatically.
One tap to approve, reject or ask for more information. A formatted PDF permit is generated and filed in SharePoint against the project, with a full audit trail.
Every permit appears on a live dashboard: what's open, how long approvals take, and where the bottlenecks are, across every site.
What you get
Everything a permit needs, nothing it doesn't.
Built around your existing permit types and approval rules, so your teams recognise it on day one.
Included in the process
- QR code access on site
- Mobile-friendly permit forms
- Region, site, project and activity selection
- Automatic routing by site, region, project or permit type
- Email and WhatsApp notifications
- Approve, reject or request more information
- PDF permit records, generated automatically
- Stored in SharePoint against the project
- Escalation when approvals are overdue
- Live status tracking and reporting
SharePointMicrosoft 365Your existing permit forms
What it changes
- Faster approvals. Permits reach the right approver automatically.
- Stronger compliance. Every action recorded with date, time and user.
- Real-time visibility. See every permit’s status from request to approval.
- Audit-ready records. Secure, searchable and complete.
- Less admin. No printing, scanning or manual filing.
- Bottlenecks you can fix. Track volumes and approval times by site.
Try it yourself
Raise a demo hot works permit in under a minute.
- Scan the code, or open the form below
- Choose a region
- Choose a site or project
- Complete the permit request
In use · PJ Hegarty & Sons
Permit management for a Tier 1 contractor
Permits were the third process type PJ Hegarty’s digitised with us, after safety observations and plant inspections, growing a digital Health and Safety ecosystem for the business.
One Process Sprint
Digital permits, live in [x] weeks.
We build your permit process end to end on your Microsoft 365 tentant, test it on site with your teams, and then hand it over.
Kickoff 45 min · Free
Build and test [x] weeks
Price Fixed, from £[x]
Questions
Common questions about digital permits
Can we keep our existing permit forms?
Yes. We start from your current permit types and paper forms and rebuild them digitally, so the questions and sign-offs your teams know stay the same.
Who approves each permit?
You decide. Requests are routed automatically by site, region, project or permit type, to the people you set as approvers.
Where are permits stored?
Each approved permit is saved as a formatted PDF in SharePoint, against the relevant project or site, so it's searchable and secure inside your own Microsoft 365.
What if an approval is overdue?
Escalation notifications go out automatically, and overdue permits are flagged on the dashboard so nothing sits waiting unnoticed.
Related Processes
Often digitised next.
Plant and equipment checks
Daily checks at the machine. A failed item raises a defect automatically.
See how it works ConstructionFMHealthcareContractor management
Contractor sign-in, RAMS approval and inductions in one place.
See how it works ConstructionFMHealthcareEngineeringIncident and near-miss reporting
Report from the scene with photos. Investigations assigned and tracked to close.
See how it worksFree kickoff session
Ready to retire the paper permit book?
45 minutes with a director to map your permit process and see what digital would look like for your sites.