Digital Work Permits. Electronic Permits for High-Risk Work
Manage and control permits for high-risk work from a mobile app. Issue and complete permits on a smartphone or computer in just a few minutes. Discover the Work Permits module of the Simply Mobile CMMS, which brings your H&S department into the world of digital permit workflows for hazardous work.
Are written work permits slowing processes down and taking too much time? Time to change that
Permits for hazardous work, work at heights, work in explosion-risk zones, and hot work are the foundation of responsible H&S. But issuing them does not have to mean printing hundreds of forms and spending valuable hours completing them.
As market pioneers, we combined strict H&S requirements with the convenience of modern technology. The Work Permits module is an integral part of the Simply Mobile CMMS that lets you digitize 100% of the document workflow.
- Digital documentation compliant with H&S requirements.
- Electronic permit workflow without carrying documents around the facility.
- Full history of document operations.
One module that benefits the whole company. See what you gain
Electronic issuing of permits for high-risk work and digital management of them bring benefits not only to H&S departments. Everyone involved in the permit process benefits from efficient and reliable work-permit handling: contractors, management, and company leadership. Replace a paper-based register of high-risk work with a digital register and gain benefits at different levels of your organization.
Operational benefits – for employees and external service teams
- Faster work start – issuing a permit with the module takes only a few minutes and does not require carrying documents around the facility.
- Simplicity and convenience – an intuitive interface makes form completion easier, push notifications remind users about required actions, and all documentation fits in a smartphone.
- Template-based work – recurring hazardous work? Use the “Copy permit” function and complete only the necessary fields, saving time.
- Photo documentation – add photos of the workplace, equipment, and other permit-required elements directly from the phone camera as attachments.
- Easy authorization and signatures – collect signatures from external team members quickly and easily without logging in, just like confirming a courier delivery.
Organizational benefits – for H&S departments and managers
- All permits in one place – the module replaces a traditional archive and solves problems with lost documents. You have instant access to every permit from anywhere, at any time.
- Real-time control – at any moment, you know exactly who is working where and on what. With the Simply Mobile Work Permits module, you gain full transparency together with an edit history.
- Paperless documentation – by choosing an electronic register of high-risk work, you improve information flow and remove the risk of losing documents.
- No mistakes, errors, or missed approvals – a configurable approval process and conditional checklists prevent any safety step from being skipped.
Economic benefits – for boards and plant directors
- Higher employee and production efficiency (OEE) – shortening permit issuance from hours to minutes enables faster work completion and reduces production downtime.
- Time and cost savings – the module reduces costs related to mistakes, errors, and repeatedly performing the same actions to issue a permit. It also reduces downtime costs caused by incomplete or lost documents.
- Information certainty – registering high-risk work with our digital tool gives you confidence that all data entered into the system reflects reality.
- Legal and financial protection – full process auditability and hard, non-backeditable data mean lower penalty risk. It is also a strong argument when negotiating lower insurance premiums.
- Standardization and scalability – one system replaces hundreds of binders, Excel sheets, emails, and other forms of documenting hazardous-work permits. It supports any number of locations and teams without additional costs.
Functionality built for industrial reality and H&S departments
High-risk work requires an unquestionable documentation process. Thanks to tight integration with our flagship product, the Simply Mobile CMMS, the Work Permits module becomes a core tool for managers and H&S departments: it understands your facility structure, assets, and processes, and supports and archives the issuance of such work protocols.
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Full document and operation history
All electronic permits for high-risk work are issued and permanently archived in digital form. You do not have to worry about archive space. You always have instant access to every document and its full edit history.
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Flexible checklists and risk assessment
Control questions and requirements, such as PPE or equipment, are matched to your company's safety policy. Work contractors complete the risk assessment on their own devices, unlocking subsequent questions after providing answers.
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Fast approvals and handwritten signatures
Every external crew member or plant employee signs by hand with a stylus or finger directly on a tablet or smartphone screen. Signatures are saved as JPG files and permanently assigned to the digital document.
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Instant notifications (push and email)
No one has to call and ask whether a permit is ready. The system automatically notifies area managers, H&S departments, and service technicians when a permit is issued or a relevant action is required, such as approval.
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Company, location, and person dictionaries through integration
Select work locations, machines, and employees previously defined in the CMMS from dropdown lists. The module also stores data for external companies and their employees, which you can freely modify. Each permit can also be linked to a specific production order.
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Autofill and easy data copying
Recurring permits can be duplicated with one click, avoiding repeated entry of the same data each time. The module includes a copy function that speeds up issuing work permits.
From request to execution. How does permit issuance work with the Simply Mobile Work Permits module?
Every implementation starts with an analysis of the client's hazardous-work permit process. Taking your company's specifics into account and drawing on our experience, we configure the approval process so it fully matches your safety policy. Documentation and permit issuance usually follow the steps below.
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Planning and request
A need to perform hazardous work appears in the CMMS, either by your own employees or requiring an external service team.
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Work definition
The area manager starts the permit process by completing a form in the Simply Mobile app. They indicate the location, people involved in the work, and requirements.
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Risk assessment
Next, the work contractor completes the risk assessment by accessing the request through a secure link. They complete the checklist and collect digital signatures from the whole team on a smartphone or tablet screen.
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Verification
The entered information is verified and approved by the area manager. The request is automatically forwarded to the H&S department, which performs its own verification and issues or rejects the permit, adding a comment in case of rejection.
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Closure and archiving
After hazardous work is completed, it is accepted and closed. The issued permit is closed, and its immutable edit history is saved in the CMMS database.
Raise H&S standards to a higher level. Save time and gain confidence in your information
Do not waste time on paper documentation. Automate the process of issuing permits for high-risk work with the Simply Mobile Work Permits module. We will adapt its functionality and operation to the real procedures of your facility.
Increase employee safety, reduce downtime, and protect the company's interests with unquestionable data
Book a free module presentation
Book a short, no-obligation online presentation. We will show you how our module can improve operations in your facility. Fill in the form.
Frequently asked questions about electronic permits for high-risk work
- Can permits for high-risk work be issued and archived electronically?
Yes. Under applicable labor law and H&S requirements, documenting permits for hazardous work may be handled digitally. The key is ensuring data integrity, authorization of everyone involved, and durable access to the documentation. The Work Permits module in Simply Mobile guarantees full auditability, no retroactive editing, and electronic signatures, fully replacing the traditional paper-based document workflow.
- How does an external service company sign an electronic work permit if it has no account in your system?
We designed the module to make working with external companies as easy as possible. Service technicians don't need to create accounts or log in to the app. They sign on the screen of the supervisor's smartphone or tablet (with a stylus or finger) — exactly like signing for a courier delivery. Their signature is instantly saved as an image file and permanently attached to the digital permit.
- What about an inspection (e.g., by the National Labour Inspectorate, PIP)? Is a digital register of high-risk work sufficient?
Yes. From an auditor's perspective, a digital system is often more credible than paper, because it records the exact time of every operation and eliminates the risk of a lost document or of data being added after the fact. Moreover, at any time you can generate a PDF from the system with a single click — one that resembles a traditional hazardous-work permit template and is ready to print or email.
- Can we reproduce our own high-risk work protocol and specific forms in the app?
Of course. We know that every facility has its own unique characteristics. During implementation, we don't force you to change your habits. We analyze your current process and your list of high-risk work, and on that basis we configure flexible checklists, control questions (including conditional progression to subsequent steps), and approval paths in the module. The system mirrors your procedures digitally, 100%.
- Does the Work Permits module work as a standalone app, or does it require deploying the entire CMMS?
The module is an integral part of the Simply Mobile CMMS, and in that form it delivers the greatest value. Thanks to deep integration, it can automatically pull data from the system's dictionaries (e.g., facility structure, machine list, list of employees and supervisors). This also lets you link specific hazardous work to production orders, which significantly speeds up processing and gives a complete picture of the situation at the facility.