A permit to work (PTW) system is a standardized procedure for granting permission to perform specific non-routine or hazardous tasks, including safety instructions and details specific to the job. There are various types of permits, including hot work, cold work, and confined spaces, each designated for different tasks and associated risks. Implementing a digital PTW system enhances efficiency, accountability, and safety by streamlining permit issuance and monitoring in a collaborative environment.

1. An Abridged to Permit to
Work Systems

2. What’s a Permit to Work System?
• A Permit to Work (PTW) System is basically a standardised operational
procedure, used by organisations and companies to grant recorded
permission to carry out some specific tasks that are either non-
routine or deemed hazardous. A permit to work form comprises
particular instructions specific to the nature of the job in focus, the
place and time, along with detailed information on key safety
measures to be taken while performing the tasks.

3. Key Features of a Permit to Work System
• A valid permit to work, be it paper-based or digital should ideally
include the following:
• Appropriate authorisations from designated personnel across the
permit to work management.
• Responsibilities and roles, specific to the task.
• A clear description of hazards that the workforce might experience
together with the necessary precautionary steps to be taken.

4. • Sufficient details of the task in question, along with the scope of
work, timeline and instructions on how to perform the said task.
• A comprehensive list of risk assessment protocols that include safety
training of personnel check, safety equipment inspection, site audit
check, and other relevant safety inspections that may vary, depending
on the kind of job.
• A clear record, showing the status of a permit to work – whether it is
revoked, cancelled, closed, or re-issued.

5. Importance of Work Permits
• A permit to work system provides an easy solution to organisations
for keeping an eye on industrial work-flows, by making use of a well-
structured system that not only helps streamline operations, but that
also aids in improving industrial safety outcomes.
• In the absence of a safety work permit, you might unknowingly put
yourself as well as others around you at risk. For instance, think of
you being asphyxiated or stuck in a confined area when no one knows
where you actually are – or, operating a machine without having
enough practice or training.

6. • Improved Safety: Safety permits help ensure that a worker has access to the right
set of tools, is trained with ample work safety procedures and is well instructed
on task-specific vulnerabilities and risks prior to getting started with the task.
• Enhanced Accountability: Through a permit to work system, the workforce as
well as contractors has the authorisation to carry out and finish an assigned work.
Hence, any mishap or near miss, after getting the written permit, puts the
responsibility and obligation exclusively on the organisation.
• Better Analysis: A well-organised collection of data offers a better understanding
on how to prevent incidents from happening while considering the possibility of
human errors and investing in novel operational procedures and advanced safety
equipment.

7. Different Types of Work Permits
• There are seven major types of permits to work. Each of these work
permits is classified, based on the nature of the task and the risk involved.
• Hot Work Permit: Approval for carrying out tasks in conditions that may
create flames, sparks and/or any other ignition source. Soldering, welding,
flammable gases and any other heat-producing operations are common
examples of Hot Work Permit in the UK.
• Cold Work Permit: Formal approval for operating machinery and
performing other similar tasks that do not produce any kind of heat in the
industrial process. Mechanically induced shearing, bending, drawing and
squeezing are a few examples of Cold Work Permit.

8. • Height Work Permit: Authorisation for working on elevated surfaces (2
metres from the ground), including scaffolds, ladders, mobile elevated
work platforms (MEWP) or other surfaces that are above the ground.
• Confined Spaces Work Permit: Authorisation for carrying out tasks in
cramped spaces, where there is likelihood of hazards, such as asphyxiation,
presence of toxic air, etc. Confined spaces usually refer to shafts, vents,
tanks, sewages, etc.
• Excavation Permit: Approval to the workforce to dig or mine land to
extract natural resources, create infrastructure, or unearth valuable
artefacts. The risk involved in such tasks includes being trapped, falling,
airborne contaminants, explosions, etc.

9. • Chemical Work Permit: Approval for handling hazardous chemicals or
working in a chemically induced environment, which is either
corrosive or toxic. This permit is necessary for chemical engineers that
usually work in chemical labs and plants.
• Electrical Isolation Permit: Authorisation for working in high voltage
areas that are vulnerable to unchecked dispersion of electric current.
Common tasks involve maintaining and managing lock-out systems as
well as worksite maintenance by electrical engineers.

10. Benefits of Digital Permit to Work System
• Digitisation of the permit to work system helps do away with the
cumbersome paper-intensive or complex MS Excel-based processes –
or the processes that often make use of a manual permit to work
system.
• Using an electronic permit to work system, one can optimise the
entire process to have a system that is easy to use, always connected
and extremely collaborative with enhanced control and accessibility
of permits. Here are some key advantages of an electronic permit
system can offer:

11. • Once can create any given number of work permits without hassles.
An e permit to work system can issue permits in the blink of an eye
with appropriate authorisations.
• Sends permit details immediately to the appropriate persons at the
appropriate time. Ensures authorisations as well as feedback without
any latency-specific delays or any delays because of unanticipated
situations.

12. • From permit issue to revoking, cloning, closing permits as well as
other permit-specific activities could instantly be retrieved and
updated from a centralised database that one can access from
anywhere on a connected device, such as a smartphone.
• Monitors permit to work tasks to get crucial insights into the
progression of the task.
• Better communication ensures better collaboration. The
management and site workforce can constantly be in touch while
seeking quick updates on the status of safety permits.

13. Final Words
• To identify hazardous working environments and to enable the permit
manager to carry out safety checks at every stage, a permit to work
system is key. Developed by Gecko Software, Gecko Permits is a tried-
and-true software solution for managing the complete permit-to-
work process, with a major focus on safety and dependability. It is
fully cloud-based, customisable and cost-effective – and comes with a
full audit trial.
• To learn more about Gecko Permits, click here.

14. Contact Us
Gecko Software, Unit 2
Chestfield Business Park
Whitstable | Kent
CT5 3JB
Emailadmin@geckosoftware.co
Call Support+44 (0) 1227 649 045