How To Approve A Permit

Once a permit has been raised for your property, you will receive an email notifying you of the permit. Clicking on the #WP number on the email will navigate you to the permit directly. Alternatively, you can navigate through the system to locate this permit. This process would consist of navigating to the ‘Contractor Management’ Module and locating your property via the ‘Property List’ page. Once on the property, navigate to the ‘Work Permit’ sub tab and you will see a list of all permits for this property, from here you can click on the #WP number to brin up the permit in its full details.

Once you are on the permit full details page, you can review all the details of the permit. Once you are happy with the permit you can use the ‘Accept Permit’ blue button on the right-hand side to approve the permit.

While in the approval popup, you will be able to add any further documents, and any notes that you would like the contractor to be able to view once approved.

When the permit is approved, and approval email will be sent to the contractor notifying them of the approval.

How To Request Further Information

If the permit that you have received, does not fulfil your requirements, you can send the permit back to the contractor for them to add any necessary information, this can be further textual information, additional documents that are required or a change in shift times. Please not the ‘Property’ cannot be amended, so if this is incorrect, the permit will need to be Cancelled/Suspended (See Topic 3)

To do this, navigate to the permit and use the ‘Request Further Information’ button on the right-hand side of the page.

Within the popup, you will be provided with a text area, in which you can outline any information you wish for the contractor to add.

Once the note has been added, an email will be sent to the contractor notifying them of the request to add further information and the note will also be logged within the Permit History. The contractor can then review this note and add the further information and send the permit back to yourself for approval again.

This process can be done multiple times until the permit has been approved, so multiple requests for further information can be made if the permit still does not meet the requirements.

How To Cancel/Suspend A Permit

If you receive a permit, that is no longer required or the property the permit has been raised for is incorrect, you can cancel the permit.

To do this, navigate to the permit and use the ‘Suspend/Cancel’ button on the right-hand side of the page.

This will bring up a popup, where you can outline the reasoning, this permit has been suspended/cancelled.

Once the note has been added, an email will be sent to the Contractor notifying them of the cancellation with the reasoning. This note will also be logged within the ‘Permit History’. The status of this permit will then change to Suspended/Cancelled and cannot be reverted.

How To Create A Permit Via External Form (Send to Contractor outside of the RiskWise System)

The external form process for permits is used to allow contractors who do not have/require access to the RiskWise system to fill in a permit that can be logged on the RiskWise system. This process consists of you setting the permit up and providing the contractor with a link to fill in the permit details.

To start this process, navigate to the property this permit is for an navigate to the ‘Work Permits sub tab. Fomr here, click the ‘Tool Menu’ and ‘Request Work Permit’ (This may have different wording depending on the RiskWise system).

From here, you will need to select the permit type this permit is for and then choose the ‘Basic Details’ option in the second dropdown.

Once you have moved to the next page, you will need to use the tick box for ‘Send To External Contractor?’. This will slightly change the form allowing you to input the recipients name and email address (Ensure you have click the + after entering the details).

Once you click ‘Submit’ this will automatically trigger an email to the email address you entered for them to enter the rest of the permit details.

If you need to send the link to another email address or to the same address, this can be done by clicking the ‘Resend Permit’ button.

This will now allow you to enter any new email addresses or resend the link to the same email address.

Once the Contractor has submitted the information, the approval process / further information process remains the same as any other permits. (See Topic 1 or Topic 2).

How To Update or Email a Permit

The additional permit functions that may need to be used are the ‘Update Permit’ or ‘Email Permit’. These functions DO NOT change the permits status and are used to either add any notes that may need to be logged against the permit or email the permits details to another RiskWise user.

To add a update note, use the ‘Update Progress’ button on the right-hand side of the permit. This will provide a text area, in which a note can be added, and will be located within the permit history. This button can be used at any stage of the permit, including when you are awaiting information from the contractor.

To email the permit details to a user, click the ‘Email Permit’ button on the right-hand side of the page. From here you can select a RiskWise user, or enter an email address. Please note, this does not provide the recipient a PDF copy of the permit, but a detailed email containing the information of the permit, that can otherwise be found on the RiskWise system. This is essentially the Permit Details page, shown in an email.

How To Download A PDF Copy Of A Permit

To download a PDF copy of a permit, navigate to the ‘Tool Menu’ when viewing the full permit details and click the ‘Print Permit’ button. This can be done at any stage of the permit and will be represented in the PDF copy.

You may be asked to decide on whether you require a PDF or a Word format (This may be restricted based on user permissions). After you choose the format, a hyperlink will be present for you to download a copy of this permit. This process may have slight differences based on the RiskWise systems settings / user permissions.

How To Close a Permit

If a permit has been completed and no longer requires to be active, this can be closed on the RiskWise system.

To ‘Close’ a permit, navigate to the ‘Completed’ permit (If this permit is not completed, the Contractor will need to carry out the Completion). Click the ‘Close Permit’ button on the right-hand side of the page.

You can then add any notes, if they are required, and click save. This will now mark the permit as closed and will no longer show on the ‘Open Permits’ section of the ‘Work Permits sub tab. This permit can still be located, either by searching for the permit reference number using quick search or filtering the ‘Work Permits’ sub tab to ‘All Closed Permits’ or ‘All Permits’.
 

FAQs

In this section we will answer some frequently asked questions regarding the permit process.

Can I search for a permit using the permit reference number?

Yes! You can use the Quick Search functionality, located in the top right of the RiskWise system (The magnifying glass). Selecting ‘Permits’ and entering the permit reference number, will allow you to search for the permit. This process doe not work for External Form permits (noted by the #WP—1-????), these will need to be located by navigating to the property page and permits sections.

I have approved a permit but is says “Works In Progress”?

This is fine, the wording of this permit status may vary, but this does mean it has been approved. As long as the Screwdriver/Wrench icon is present, this means the permit has been approved.

Will I get an email when the Contractor has added further information?

Yes! You should receive an email once the permit has been sent back after further information has been added, if you have not received an email, but the permit was sent back to you, please contact the RiskWise Support Team, and we will review your account to ensure you receive these.

If you have any further questions or queries that have not been answered within this handbook, please feel free to contact the RiskWise Support team via email at RiskWise@s2partnership.co.uk of via phone on +44 (0)1954 770984.