Work Permit Portal
Overview
Purpose
The Work Permit Management solution provides a central overview of all work permits, allowing users to monitor ongoing work and review completed work permits. Each work permit contains all relevant information related to the work being performed, including work details, assigned service technicians, and safety considerations.
By consolidating work permit information in one place, the solution helps organizations maintain visibility, support safe working practices, and ensure traceability throughout the entire lifecycle of a work permit.
Scope & Audience
Primary Users:
Administrators – Manage system configuration.
Work Permit Managers – Create, issue, and manage work permits.
Secondary Users:
Service Technicians – View work permit information related to their assigned work.
Core Use Cases
Create Work Permit – Create a new work permit.
Update Work Permit – Modify details of an existing work permit.
Work Permit Actions, including:
Generate check-in credentials.
Generate a work permit report.
Duplicate, cancel, or close a work permit.
View Work Permit Details, including:
Contacts – View main contacts associated with the work permit.
Service Technicians – View assigned service technicians.
Schedule – View valid time slots.
Monitoring Logs – View a history of events and actions performed on the work permit.
Outline Associated Work Risks– View risks, safety measures, required PPE, and certifications associated with the work permit.
Architecture & Technical Design
High-Level Architecture
Client:
Portal
Mobile Client
Web Client
Backend:
Azure SQL Database
REST API
Components
(Portal)Cancel Work Permit
Cancel Work Permit function for Work Permit Portal
(Portal)Close Work Permit
Close Work Permit function for Work Permit Portal
(Portal)Duplicate Work Permit
Duplicate Work Permit function for Work Permit Portal
(Portal)Get All Certificate Source
Data source for Work Permit Portal
(Portal)Get All Company Source
Data source for Work Permit Portal
(Portal)Get All Contact Source
Data source for Work Permit Portal
(Portal)Get All Permit Status Source
Data source for Work Permit Portal
(Portal)Get All PPE Source
Data source for Work Permit Portal
(Portal)Get All Risk Source
Data source for Work Permit Portal
(Portal)Get All Safety Measure Source
Data source for Work Permit Portal
(Portal)Get All Service Area Source
Data source for Work Permit Portal
(Portal)Get All Service Technician Source
Data source for Work Permit Portal
(Portal)Get All Service Zone Source
Data source for Work Permit Portal
(Portal)Get All Static Layer Source
Data source for Work Permit Portal
(Portal)Get Current Check-in Source
Data source for Work Permit Portal
(Portal)Get Open/Close Permit Source
Data source for Work Permit Portal
(Portal)Get Permit Detail Risk Source
Data source for Work Permit Portal
(Portal)Get Permit Detail Source
Data source for Work Permit Portal
(Portal)Get Permit Location Source
Data source for Work Permit Portal
(Portal)Get Permit Log Source
Data source for Work Permit Portal
(Portal)Get Permit Schedule Source
Data source for Work Permit Portal
(Portal)Get Permit Service Technician Source
Data source for Work Permit Portal
(Portal)Update Permit
Update Work Permit function for Work Permit Portal
(Portal)Update Permit Risk
Update Work Permit Risk function for Work Permit Portal
(Portal)Update Permit Schedule
Update Work Permit Schedule function for Work Permit Portal
(Portal)Update Service Technician
Update Service Technician function for Work Permit Portal
Create Contact
Create Contact object (part of Create Application User application)
Create External User
Create External User object (part of Create Application User application)
Create Person
Create Person object (part of Create Application User application)
Create Service Technician
Create Service Technician object (part of Create Application User application)
Generate Check-in Credentials for Permit
Generate a document containing a summary of the Work Permit and generate an email with a time limited QR code to use at Check-in station.
Generate QR Code
Generate QR code using external REST API (https://goqr.me/api/ ) for Work Permit (part of Generate Check-in Credentials for Permit)
Manage Work Permit Schedule
Create, update, delete Schedule for Work Permit
Send Email to Emergency Contact
Send emergency email to selected contacts connected to Work Permit, Service Provider and Service Zone and Area
Modules
CoordinateOperations
Geospatial operations for calculating distance and single/multipolygon area validation
Key Technical Decisions
Dedicated ‘WorkPermit’ schema for database consistency
Server-side validations for data integrity
Email notifications for reminders and updates
Connected Applications
Work Permit Portal
Manager portal displaying overview, status, and details of Work Permit(s)
N/A
Application User Management
Create, update, delete application user
Standalone, can be access trough portlet
Check-in/out Work Permit
Application to check-in and check-out service technician on a work permit.
Standalone, can be access trough portlet or mobile client
Company Management
Create, update, delete company and service providers
Standalone, can be access trough portlet
Create Service Technician
Create a new user or Service Technician
Standalone, can be access trough application portlet
Create Work Permit
Create a new Work Permit
Map portlet action - Drag & Drop
Duplicate Work Permit
Application to duplicate an already existing Work Permit
Portal interactive button
Generate Check-in Credentials for Work Permit
Generate new check-in credentials for a Work Permit
Portal interactive button
Standalone, can be access trough portlet
Generate Report
Create a PDF report summerizing the Work Permit
Portal interactive button
Manage Work Permit Risk
Add, update or remove Work Permit risk
Portal interactive button
Manage Work Permit Schedule
Add, update or remove Work Permit schedule
Portal interactive button
Manage Work Permit Service Technicians
Add, update or remove Work Permit Service Technicians.
Portal interactive button
Risk Template Management
Create, update, delete Risk Templates
Standalone, can be access trough portlet
Send Email to Emergency Contact
Send emergency email to selected contact(s)
Portal interactive button
Standalone, can be access trough portlet
Service Technician Management
Create, update, delete service technician and related base data such as certificates.
Standalone, can be access trough portlet
Service Zone Management
Create, update, delete service zone and areas.
Standalone, can be access trough portlet
Detailed User Guide
Work Permit Portal
Filter Work Permit
Managers can filter displayed work permits using available filters:
FilterID
Start Date
End Date
Service Zone
Service Area
Primary Service Provider
Status
Work Permit Monitoring
Work Permit Status
The chart displays the distribution of work permits by status, showing the number of permits in each state. Selecting a segment filters the map portlet to display only work permits with the chosen status.
Work Permit Checked-in
The chart displays the current number of checked-in service technicians compared to the maximum allowed occupancy per service zone, providing a quick overview of capacity usage.
If multiple service zones are used and the chart needs to display data per service zone, both the chart and its underlying data source must be duplicated and configured separately for each service zone.
Create Work Permit
A new work permit can be created using the drag-and-drop functionality of the map portlet. The manager drags a marker to the desired location on the map and releases it to initiate the work permit creation wizard.
Select and Confirm "Service Zone"
Click "Next"
Set Description
Select Service Area (optional)
Set Start Date, End Date
Select Primary Service Provider
Select Sub Service Provider (optional)
Select available Main Contact
Only contacts from Primary Service Provider or Sub Service Provider will be shown.
Select Requisitioner (optional)
Select Created By
Set Comment (optional)
Check/Un-Check “Create Default Work Schedule”
If checked, a default work schedule will be created, starting on the selected Start Date and ending on the selected End Date. Working hours will be between 08:00 and 17:00.
If un-checked, no work schedule will be created.
Click “Next”
Remove default Risk items (optional)
Add additional Risk item (optional)
Check “All service technician needs the selected certificates” (optional)
If checked, all associated service technicians need all certificates. If un-checked, only the lead service technician need to have the certificate.
Check “Create as a new Service Zone Risk Template” (optional)
If checked, current Risk item(s) will be created as a template or added to existing Risk template connected to current Service Zone
Click “Next”
Select lead service technician
Only service technician from Primary Service Provider or Sub Service Provider with all certificates will be shown.
Select additional service technicians (optional)
Only service technician from Primary Service Provider or Sub Service Provider with all certificates will be shown.
Click “Create”
A new work permit has been created, and additional functions is available.
Manage Schedule
If “Create Default Work Schedule” was checked, a default work schedule has been created and will be shown.
Add Schedule
Click “Add Row”
Set Date
Use format YYYY-MM-DD
Set Start Time
Use format HH:MM (24H)
Set End Time
Use format HH:MM (24H)
Check “Strict Time Compliance” (optional)
Adhere to strict time and no leeway will be given on check-in.
Default leeway is 30 minutes.
Click “Create”
Click “Save”
Delete Schedule
Select schedule slot.
Click “Delete Row”
Click “Save”
Update Schedule
Change Start Time, End Time, Strict Time Compliance
Click "Save"
Generate check-in credentials
See section “Generate Check-in Credentials for Work Permit” for further details.
Display Work Permit
Displayed work permits are shown on the map portlet as markers placed at the work permit GPS locations. Marker colours indicate status: green (open), purple (closed), and red (cancelled). Each marker is labelled with its Permit ID. Markers overlap when permits share the same location. Any static layer (service zone) is displayed in the map portlet as a fixed, shaded area outlining the service zone’s geographic boundaries, providing visual context for work permits and locations within that service zone.
Beneath the map section, a summarized table of work permits is displayed, showing key details for each permit.
Both the map and table section are interactive. Selecting a marker or a table row retrieves and displays additional details for the corresponding work permit.
Work Permit
When a work permit is selected, additional details are retrieved and displayed. The displayed information is divided into two sections: Work Permit Details and Risk.
Work Permit Details
This section consists of five tabs, each presenting specific information about the work permit, including general information for the work permit, contacts, service technicians, schedule, and logs.
Work Permit
This tab provides an overview of the work permit and its key attributes, including:
Permit ID – Unique identifier for the work permit.
Status – Current status (e.g., Open, Closed, Cancelled).
Description – Summary of the work permit.
Comment – Additional remarks or notes.
Service Zone / Service Area – Zone and area for the work permit.
Create Date – Date the work permit was created.
Lead Service Technician – Primary service technician.
Primary Service Provider – Primary service provider organization.
Sub Service Provider – Secondary or supporting service provider.
Main Contact – Primary contact for the work permit.
Requisitioner – Person requesting the work permit.
Created By – User who created the work permit.
Actions Associated with Work Permit Tab
Edit Work Permit Details
Manager can update work permit information directly in the portal by modifying the applicable parameters.
Update Work Permit
Change applicable parameter.
Description
Comment
Service Area
Start Date
End Date
Primary Service Provider
Sub Service Provider
Main Contact
Requisitioner
Click “Save”
Generate Check-in Credentials
Manager can create a new set of check-in credentials for the service technician(s) and send them via email. See Generate Check-in Credentials for Work Permit for further information.
Generate Report
Generate a summarized pdf report of the work permit, which the manager can download.
Duplicate Work Permit
Launch a wizard to create a new work permit with identical start parameters from selected work permit.
Change or set applicable parameters
Click “Next”
Add additional Risk item (optional)
Remove Risk items (optional)
Check “All service technician needs the selected certificates” (optional)
If checked, all associated service technicians need all certificates. If un-checked, only the lead service technician need to have the certificate.
Click “Next”
Select lead service technician
Only service technician from Primary Service Provider or Sub Service Provider with all certificates will be shown.
Select additional service technicians (optional)
Only service technician from Primary Service Provider or Sub Service Provider with all certificates will be shown.
Click “Create”
Cancel Work Permit
Change the work permit status to Cancel.
Close Work Permit
Change the work permit status to Closed.
Contact(s)
This tab lists all relevant contacts associated with the work permit:
Main Contact – Primary contact name, phone, and email.
Lead Service Technician – Primary service technician name, phone, and email.
Primary Service Provider Contact – Name, phone, and email.
Sub Service Provider Contact – Name, phone, and email.
Actions Associated with Contact(s) Tab
Send Emergency Email
Launch a wizard to send an emergency email to selected contact(s) associated with the work permit. See Send Email to Emergency Contacts for further information.
Service Technician(s)
This tab displays details of the service technicians assigned to the work permit:
Name – Service Technician’s full name.
Designation – Job title or general description of service technician.
Phone - Phone to service technician.
Email – Email to service technician.
Lead Service Technician – Identifies the lead service technician on this work permit.
Company – Service technician company.
Actions Associated with Service Technician(s) Tab
Delete Service Technician
Remove a service technician from the work permit directly in the portal.
Select service technician.
Click “Delete”
Click “Update”
Set as Lead Service Technician
Assign a service technician as the lead directly in the portal.
On your new lead service technician, double click the “Lead Service Technician” checkbox.
Click “Update”
Manage Service Technician
Launch a wizard to add, update, or delete service technicians associated with the work permit.
“Manage Service Technician(s)” will be activated when a service technician is selected.
Add Service Technician
Click "Add Row"
Select service technician.
Check “Lead Service Technician” (optional).
Click “Create”
Click “Save”
Delete Service Technician
Select service technician.
Click “Delete Row”
Click "Save"
Update Service Technician
Check/Un-Check “Lead Service Technician”
Click “Save”
Schedule
This tab contains the timing details of the work permit:
Date – Scheduled date of work.
Start Time / End Time – Planned work hours.
Strict Time Compliance – Indicates if strict adherence to the schedule is required.
Actions Associated with Schedule Tab
Delete Time Slot
Remove a scheduled time slot directly in the portal.
Select time slot.
Click “Delete”
Click “Update”
Set Strict Time Compliance
Enable or disable strict adherence to the scheduled time directly in the portal.
Double click “Strict Time Compliance” for your time slot
Click “Update”
Manage Schedule
Launch a wizard to add, update, or delete schedule entries for the work permit.
“Manage Schedule” will be activated when a time slot is selected.
Add Schedule
Click “Add
Set Date
Use format YYYY-MM-DD
Set Start Time
Use format HH:MM (24H)
Set End Time
Use format HH:MM (24H)
Check “Strict Time Compliance” (optional)
Adhere to strict time and no leeway will be given on check-in.
Default leeway is 30 minutes.
Click “Create”
Click “Save”
Delete Schedule
Select time slot.
Click “Delete Row”
Click “Save”
Update Schedule
Change Start Time, End Time, Strict Time Compliance
Click “Save”
Log
This tab provides a chronological record of events and activities related to the work permit:
Event – Type of event.
Note – Additional information or comments.
Timestamp – Date and time of the logged event.
Executed By – User or service technician responsible for the event.
Risk
Each work permit is associated with at least one Risk item. Each Risk item contains the following information:
Risk (mandatory) – The type of risk that may occur or exist on the work permit.
Safety Measure – Actions or considerations the service technician should be aware of to minimize or mitigate the risk.
PPE – Personal protective equipment the service technician must use.
Certificate – Required certification that the service technician (or lead service technician) must hold.
Each Risk item guides the service technician on what to consider, what precautions to take, and how to ensure safety while performing the work.
Actions Associated with Risk
Delete Risk
Delete risk record directly in the portal.
Select risk item.
Click “Delete”
Click “Update"
Update Risk
Double click on risk item parameter to update.
Select parameter.
Click “Update”
Manage Risk(s)
Launch a wizard to add, update, or delete risk items for the work permit.
“Manage Risk(s)” will be activated when a risk item is selected.
Create Risk
Click "Add Row"
Select Risk, Safety Measure (optional), PPE (optional), Certificate (optional).
Click “Create”
Click “Save”
Delete Risk
Select Risk
Click “Delete Row”
Click “Save”
Update Risk
Change Risk, Safety Measure (optional), PPE (optional), Certificate (optional).
Click “Save”
Work Permit applications
This section contains a group of applications that managers can use to manage the solution’s base data and other related functions. It allows managers to:
Create, update, and delete base data used in the solution.
Add and manage user and service technicians.
Perform other managerial tasks related to work permit solution.
For more information, see the corresponding application details.
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