Creating a New Permit

Owned by Sophie Cooper, created
Last updated: Apr 25, 2024 by Katy Austin
3 min read

Contents:

Overview

This article will explain how to create a new permit including uploading documents and authorising.

Creating a New Permit

Permits cannot be requested for any period in the past

  1. Click on ‘Permits’ in your top menu options. If you have access to multiple buildings, select the relevant building from the drop down list in the top right of the screen. The list of all current permits will then display.

  2. Click Create New Permit

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  3. On the next page, specify if your permit is Access Only

Access Only Permit

  1. If you are requesting a permission for ‘Access Only’ then leave the option button set to ‘Yes’

  2. Consider if you require one of the additional sections listed i.e. Confined Spaces ; Lone Working or Working at Height. If you do, tick the box(es) next to the required section(s)

  3. Select Continue

    Screenshot 2024-04-24 at 12.40.46.png

     

  4. Complete all of the fields in the first part of the form as required

     

Uploading Documents

  1. Select the Documents tab. If no documents are being uploaded, state why in the text box provided

  2. Select Add Document(s) and choose the type then search and upload each document as required using the Browse button

You will be required to either add docs or state a reason why you have not if you are applying for a Works permit or an Access Permit with ‘High Risk’ activity

Additional Permit Types – High Risk Activity

If you have selected any additional templates for your permit, you must now address the questions that are detailed on this part of the application form. Sample below is for ‘Confined Spaces”.

You will need to address all questions on the form, answering yes or no and adding your comments as appropriate in the comments boxes provided.

Complete all appropriate High Risk sections.

Site Risks & Controls

If the permit being authorised is an ‘Access Only’ but has ‘High Risk’ activity or is a ‘Works’ permit, then the property team will have to complete the additional Site Risks & Controls section.

3rd parties who are submitting applications for approval will not see this section

Address all questions and respond accordingly in the comments box on the right hand side including instructions for contractors.

Authorisation

Once you are happy that all of the relevant information is correct you can then authorise the permit on the system.

1. Add a note for your security team or the contractors, if required. This will be appear on the tablet for security to read and in an email for the contractor to see their notes.

  1. You can select how many levels of authorization you require by choosing required or not required in the drop down menus; up to 3 levels is possible

  2. Next, select who you would like to send an email notification to, to approve the permit, you can select multiple users

    If you have selected multiple levels of authorisation, the system will also ask you to choose who to notify for each level.