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
Web Client
Mobile 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
Functional Descriptions
Work Permit Portal
Manager portal displaying overview, status, and details of Work Permit(s)
Application User Management
Create, update, delete application user
Company Management
Create, update, delete company and service providers
Create Service Technician
Create a new user or Service Technician
Generate Check-in Credentials for Work Permit
Generate new check-in credentials for a Work Permit
Risk Template Management
Create, update, delete Risk Templates
Send Email to Emergency Contact
Send emergency email to selected contact(s)
Service Technician Management
Create, update, delete service technician and related base data such as certificates.
Service Zone Management
Create, update, delete service zone and areas.
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)
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 below.
Application User Management
This application manages users and related base data. A user is represented by three linked objects, each containing specific information:
External User – Represents the active system user and contains authentication-related information such as username and active/inactive status.
Person – Stores personal identity details, including full name, person ID, and whether the user has administrative privileges.
Contact – Contains communication and organizational information such as phone number, email address, company, and description.
The External User is linked to a Person, and the Person is linked to a Contact, together forming a complete user profile within the system.
Emergency Contact – Similar to Contact, but contains emergency communication details such as phone number, email address, and description, associated with a specific Service Provider, Service Zone, or Service Area.
Notice: The recommended way to create a new user is by using the "Create Service Technician" application.
To create a Service Technician (a user who can access check-in stations and perform work), the user must also be linked to a Service Technician record.
For details on how to create a Service Technician, refer to the documentation for the "Create Service Technician" application.
Manage External User
Create External User
Click “Add Row”
Set Active User, Username and Password (not used in current version of solution)
Click “Create”
Click "Save"
Delete External User
Select External User
Click “Delete Row”
Click “Save”
Update External User
Change Active User, set New Password (not used in current solution)
Click “Save”
Manage Person
Create Person
Check “Create New Person”
Click “Save”
Select available, unused External User
Set Name, is application admin
Click "Create"
Delete Person
Select Person
Click “Delete Row”
Click “Save”
Update Person
Change Name, Is Admin
Click “Save”
Manage Contact
Create Contact
Click "Add Row"
Select Available PersonId, set Name, Phone, Email, Select Company, set Description
Click “Create”
Click “Save”
Delete Contact
Select Contact
Click “Delete Row”
Click “Save”
Update Contact
Change Phone, Email, Company, Description
Click “Save”
Manage Emergency Contact
Create Emergency Contact
Click "Add Row"
Select available Company, PersonId, set Name, Phone, Email, Description
Click “Create”
Click “Save”
Delete Emergency Contact
Select Emergency Contact
Click “Delete Row”
Click “Save”
Update Emergency Contact
Change Company, Phone, Email, Description
Click “Save”
Check-in/out Work Permit
This application is used to check-in or check-out a service technician for a work permit. It is the primary application used at check-in stations via the mobile client but is also accessible to managers through the portal.
The system automatically determines whether the service technician is performing a check-in or check-out, and different processes are triggered accordingly.
To initiate the process, the service technician must present their check-in credentials, which were sent by email, and scan the associated QR code.
Scan QR code (or manual input credentials)
Click “Next”
Check-in
Valid Schedule
If valid credentials and schedule was found for your work permit, the following screen will be shown.
Select service technician to check-in
You can check-in several service technicians in one run trough but all check-in credentials for each service technician will be checked.
Click "Next"
The person responsible for the check-in need to confirm each row that he has informed the service technician(s) about the risk(s).
The person responsible need to sign.
Click “Next”
The service technician will sign that all risk is understood, all equipment is present, and required certificates are in place.
Click “Check-in”
No Valid Schedule
If no valid schedule was found on your work permit, the following screen will be shown.
To continue further a manager need to create a valid schedule for todays date on current work permit.
Check-out
Select row to check-out
Click “Check-out”
Company Management
This application is used to create, update, or delete companies within the solution. These companies are listed as Primary or Sub Service Provider in the portal.
When creating a new company, you must specify the name and description, and you can add an emergency contact(optional).
Create Company
Click “Add Row”
Set Name, Description(optional) and select Emergency Contact(optional)
Click “Create”
Click "Save"
Delete Company
Select Company
Click “Delete Row”
Click “Save”
Update Company
Change Name, Description(optional) and Emergency Contact(optional)
Click “Save”
Create Service Technician
This application is the preferred tool for creating a new service technician or user. The wizard collects all mandatory and optional information required to set up a new service technician or user and provides notifications if any errors or issues occur during the process.
A user represents a person in the system used for identification and contact purposes. Users can be associated with work permits as contacts or administrative roles, but they do not perform on-site work.
A service technician is a specialized role linked to a user that represents a person who performs on-site work. Service technicians can be assigned to work permits, are subject to risk and safety requirements, can check-in and check-out, and must meet qualification and certification requirements.
In summary, a user represents a person in the system for identification and contact purposes, while a service technician represents a user who is authorized to perform work, be assigned to work permits, and check-in and check-out at check-in stations.
Create Service Technician
Select Company, Service Zone, Certificates
Set Full Name, Phone, Email, Description (optional), Username (Shortname)
Click “Create”
The recommended format for the Username (Shortname) is the first two letters of the first name, the first two letters of the surname, and two letters of either the country name or primary location name.
John Smith, United Kingdom -> JOSMUK
Mary Jones, Warehouse -> MAJOWH
Create User
Select Company
Set Full Name, Phone, Email, Description (optional), Username (Shortname)
Check “Set user for contact purpose only”
Click “Create”
Generate Check-in Credentials for Work Permit
This application initiates the process of generating new check-in credentials for a work permit. First, the manager selects a work permit, and the system verifies that the work permit is active and that the end date has not passed.
Next, the manager selects the service technician(s) for whom the credentials will be generated and sets the active period. If overlapping credentials are detected, the user will be notified.
Each generated credential is unique and linked to its respective service technician. An email containing the credentials will be sent to each selected service technician.
Create Credential
Set Expire Date and Time
Check “Valid for ONE Check-in” (optional)
Select Service Technician
Click “Create”
If “Valid for ONE Check-in” is checked, the generated credentials is valid for only one check-in.
Risk Template Management
This application is used to create, update, and delete default risk templates for a service zone. Risk templates define standard risks, safety measures, PPE, and required certifications, and can be applied to work permits to ensure consistent safety compliance and guidance for service technicians.
Create Risk Template
Click “Add Row”
Set Group Name, select Service Zone, Risk, Safety Measure (optional), PPE (optional), Certificate (optional)
Click “Create”
Click “Save”
Delete Risk Template
Select Risk item.
Click “Delete Row”
Click “Save”
Update Risk Template
Change Service Zone, Risk, Safety Measure, PPE, Certificate.
Click “Save”
Send Email to Emergency Contacts
When initiated, this wizard displays a summarized details list of contacts and emergency contacts associated with the work permit, service zone, and service area. The manager can select one, multiple, or all contacts to receive an emergency email. The manager can define the emergency message text and attach a document (optional).
Send Emergency Email
Select Work Permit
Select contact(s) which will receive the emergency email.
Enter emergency text.
Add attachment (optional).
Click “Send”
Service Technician Management
This application allows managers to create, update, or delete service technicians and their related base data.
Create Service Technician
Click "Create Service Technician"
Select Available User
Select Allowed Service Zone
Select Certificates
Click “Create”
Delete Service Technician
Select Service Technician
Click “Delete”
Update Service Technician
Select Service Technician
Select Additional Certificates
Select Additional Service Zone
Click “Save”
Manage Risk
Used to create, update, and delete defined risk types that can be associated with work permits and risk templates.
Create Risk
Set Name, Description (optional)
Click “Create”
Delete Risk
Select Risk
Click “Delete”
Update Risk
Set Name, Description (optional)
Click "Save"
Manage Certificate
Used to create, update, and delete certificates required for service technicians to perform specific types of work.
Create Certificate
Set Name, Description (optional)
Click “Create”
Delete Certificate
Select Certificate
Click “Delete”
Update Certificate
Select Certificate
Click “Next”
Change Name, Description(optional)
Click “Save”
Manage PPE
Used to create, update, and delete personal protective equipment items required for safe work execution.
Set Name, Description (optional)
Click “Create”
Delete PPE
Select PPE
Click “Delete”
Update PPE
Select PPE
Click “Next”
Change Name, Description (optional)
Click “Save”
Manage Safety Measure
Used to create, update, and delete safety measures that describe precautions associated with identified risks.
Create Safety Measure
Set Name, Description (optional)
Click “Next”
Delete Safety Measure
Select Safety Measure
Click “Delete”
Update Safety Measure
Select Safety Measure
Click “Next”
Change Name, Description (optional)
Click “Next”
Service Zone Management
This application allows managers to create, update, or delete service zones, service areas, and the static layers of the map portlet. When creating or updating a service zone, managers can define its name, description, emergency contact, and occupancy. Service areas can also be created or updated with similar details but must be linked to a service zone.
Create Service Zone/Service Area
Click “Add Row” in respective section
Set Name, Description(optional), Emergency Contact(optional), Max Occupancy(optional)
Select Service Zone (only applicable when creating Service Area)
Click “Create”
Click “Save”
Delete Service Zone/Service Area
Select Service Zone/Service Area incorrescorresponding section
Click “Delete Row”
Click “Delete”
Click “Save”
Update Service Zone/Service Area
Change Name, Description(optional), Emergency Contact(optional), Max Occupancy(optional)
Change Service Zone (only applicable when updating Service Area)
Click “Save”
Manage Static Layer
Create Static Layer
Set Name
Add at least four sets of coordinates.
Select Service Zone (optional)
Click “Create”
If a service zone is connected to the static layer, the “Create Work Permit” wizard can automatically determine and assign the correct service zone.
Delete Static Layer
Select Static Layer
Click “Delete”
Update Static Layer
Select Static Layer
Change Name, Coordinates, Service Zone (optional)
Click “Update”
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