Control High-Risk Work With Permit Systems That Actually Prevent Incidents—Not Just Generate Paperwork
Paper permit-to-work systems rely on people finding the right form, getting the right signatures, and remembering to cancel permits when work finishes—meaning permits are often issued incorrectly or not at all. Onos digitises permit workflows with multi-step approvals, QR code access for contractors, and integration with incident records—ensuring high-risk activities are properly controlled.
Permit Management For Every Role
From site staff issuing permits to senior leaders managing major hazard controls
For Site-Based Staff
Problem:
Issuing hot work permits or confined space permits means finding the right paperwork, chasing signatures from multiple people, and manually checking that safety precautions are in place—a process that takes 30-45 minutes per permit and often delays critical work.
Solution:
Onos permit requests are submitted via mobile app in under 5 minutes with photos showing the work area and required precautions. Automated workflows route permits to relevant approvers simultaneously rather than sequentially. QR codes printed on permits let contractors access requirements and sign-off electronically—speeding permit issuance by 60% whilst improving accuracy.
For Office Admin Staff
Problem:
You're tracking active permits across multiple sites using spreadsheets or paper logs—meaning you can't see which high-risk activities are currently underway, which permits have expired but not been formally closed, or whether required safety precautions were actually verified.
Solution:
Onos provides a live permit register showing status (requested, under review, issued, expired, closed) across all sites. Dashboard cards alert you to expired permits that haven't been cancelled, permits approaching their validity period, and requests awaiting your approval. Automated notifications eliminate manual checking whilst ensuring permit discipline is maintained systematically.
For Senior & Board-Level Staff
Problem:
Permit-to-work systems are critical controls for managing major hazards, but you have no visibility into whether permits are being used consistently, whether high-risk work is being properly controlled, or whether permit breaches contributed to incidents—creating liability exposure and potential for catastrophic accidents.
Solution:
Onos provides enterprise-wide permit analytics showing permit volumes by type and site, average approval times, expired permits, and—critically—integration with incident records revealing whether incidents occurred during permitted work. Demonstrate robust major hazard management to clients and regulators.
How It Works
Four steps to systematic permit management
Configure Permit Types & Workflows
Define permit categories relevant to your operations (hot works, electrical works, excavation, confined space entry, working at height). For each type, configure multi-step workflows specifying who must approve, what evidence is required, and validity periods.
Request Permits Digitally
Workers or contractors access permit request forms via the Onos app or by scanning site-specific QR codes (no login required for external contractors). They complete request forms capturing work description, location, timing, hazards identified, and control measures planned—with photo evidence.
Review, Approve & Issue
Permit requests notify relevant approvers simultaneously (not sequentially, avoiding delays). Approvers review on their devices, request additional information if needed, and digitally approve. Once all approvals are obtained, the permit is issued automatically with a unique QR code.
Monitor & Close Permits
Contractors scan permit QR codes to access requirements before starting work. Digital sign-off confirms control measures are in place. At work completion, contractors sign-off final checks and cancel the permit. Automated alerts flag expired permits that haven't been formally closed.
Real-World Use Cases
See how Onos Permits transforms permit management across different scenarios
Hot Works Management - Features
- Hot works permit template with fire watch requirements
- Photo evidence of fire extinguishers and clear work area
- Automatic expiry after specified hours
- Integration with incident module showing near-misses during hot works
Hot Works Management - Benefits
- Fire Risk Reduction: Systematic controls ensure fire extinguishers present and trained fire watches assigned
- Speed: Reduce hot work permit issuance time from 45 minutes to 15 minutes
- Compliance: If incidents occur, demonstrate comprehensive hot works control systems to HSE investigators
Contractor Permit Access - Features
- External contractor access via QR code (no app download required)
- Secure "magic link" access via SMS or email
- Document upload capability for method statements
- Integration with contractor competency records
Contractor Permit Access - Benefits
- Contractor Compliance: External contractors can't bypass permit systems—QR codes make access frictionless
- Audit Trail: Complete records showing which contractor requested which permit, when, and who approved
- Risk Management: Link permit requests to contractor safety performance—decline permits for poor performers
Major Hazard Controls - Features
- Confined space entry permits with gas test result requirements
- Excavation permits with utility drawing attachments
- Working at height permits with rescue plan requirements
- Integrated with RAMS and risk assessment modules
Major Hazard Controls - Benefits
- Prevents Catastrophic Incidents: Systematic controls for high-consequence, low-frequency hazards
- Regulatory Compliance: Demonstrate compliance with CDM Regulations and L153 guidance
- Major Accident Prevention: Every permit requires verification of critical controls before high-risk work proceeds
"Request, issue, and manage permits easily with full integration to other H&S modules."
— Onos Permits Module Description, 2025
Multi-Step Workflows
Configurable approval processes matching your governance requirements
QR Code Access
External contractors access permit systems without app downloads or account creation
Paper Permits vs Onos Permits
See the difference digital permit management makes
| Paper Permit Systems | Onos Permits Module |
|---|---|
| 45 minutes to issue permit with sequential approvals | 15 minutes with parallel approval workflows |
| 30% of permits expired but not formally cancelled | Automated alerts ensure systematic permit closure |
| Contractor permit requests via phone calls and WhatsApp | Structured requests with all required information captured digitally |
| No data on permit trends or high-risk activity volumes | Analytics reveal permit patterns informing risk management |
| If incidents occur, paper permits may be incomplete or missing | Complete digital records with photo evidence and approval audit trails |
Request Your Permits Demo
We'll walk through requesting a hot works permit on your phone, demonstrate the approval workflow from multiple stakeholders' perspectives, and show how QR codes enable contractor access without app installation.
Book DemoDownload Permit Template Pack
Get our library of permit templates for common high-risk activities (hot works, confined space, excavation, electrical isolation). Import directly into Onos or customise for your operations.
Download TemplatesExplore Risk Management Integration
Permits are most effective when integrated with RAMS, risk assessments, and incident management. See how Onos connects these critical safety modules.
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