Permits & Method Statements

Manage work permits for high-risk activities and Safe Work Method Statements (SWMS) with sign-on workflows to ensure compliance before work begins.

Work Permits

Work permits authorise specific high-risk activities on site, ensuring proper controls are in place.

Creating a Permit

1. Go to Project > Permits > Register
2. Click Create Permit
3. Enter permit details:
   • Permit Type: Select from configured types (e.g., Hot Work, Confined Space, High Risk Work)
   • Location: Where the work will take place
   • Date and Duration: When the permit is valid
   • Description: Scope of work covered
   • Precautions: Safety measures to be in place
   • Attachments: Supporting documents or diagrams
4. Submit for approval

Permit Types

Configure permit types at the organisation or project level:

1. Go to Tools > Permits
2. Create types such as:
   • Hot Work Permit
   • Confined Space Entry
   • Working at Heights
   • Excavation Permit
   • Electrical Work Permit
   • Crane Lift Permit
3. Customise fields and requirements per type

Permit Approval

Permits require approval before work can commence:

1. Permit is submitted by the requestor
2. Designated approver reviews the permit
3. Approver checks precautions and controls
4. Permit is approved or returned with comments
5. Approved permits are active for the specified duration

Permit Register

The register provides a complete view of all permits:

• Filter by type, status, or date
• View active, expired, and pending permits
• Track approval status
• Access permit details and attachments

Public Permit Registration

External workers can register for permits through the public portal:

1. Configure public access in Project > Tools > Public Site
2. Share the public portal link with external parties
3. Workers submit permit requests online
4. Review and approve submissions in the permit register

Method Statements (SWMS)

Safe Work Method Statements document the hazards and controls for specific work activities.

Creating a Method Statement

1. Go to Project > Method Statements > Register
2. Click Create Method Statement
3. Enter details:
   • Type: Select from configured types
   • Title: Name of the work activity
   • Description: Scope of work
   • Hazards: Identified hazards and risks
   • Controls: Measures to mitigate each hazard
   • PPE: Required protective equipment
   • Attachments: Supporting documents, diagrams, or procedures
4. Save the method statement

Method Statement Types

Configure types at the organisation or project level:

1. Go to Tools > Method Statements
2. Create types for different work categories
3. Customise fields and requirements per type

Sign-on Workflow

Before work begins, workers must acknowledge the method statement:

1. Open the method statement
2. Share the sign-on link with workers
3. Workers review the document and sign on:
   • View hazards and controls
   • Confirm understanding
   • Provide their signature
4. Track who has signed on in the method statement record

Token-Based External Signing

Workers without Teralo accounts can sign on using a unique token link:

1. Generate a sign-on link from the method statement
2. Share the link with external workers (via email, QR code, or direct link)
3. Workers access the link, review the SWMS, and sign on
4. Signatures are recorded against the method statement

Organisation-Level Register

Method statements can also be managed at the organisation level:

1. Go to Organisation > Method Statements > Register
2. Create standard SWMS that apply across projects
3. Activate on specific projects as needed

Public Access

Method statements can be shared through the public portal:

• External parties can view method statements without logging in
• Useful for subcontractors reviewing scope before site attendance

Best Practices

• Set up permit types during project setup to ensure all high-risk activities are covered
• Use the approval workflow to ensure permits are reviewed before work begins
• Keep method statements current and update when work procedures change
• Track sign-on completion to verify all workers have acknowledged the SWMS before starting work
• Use public portal links for external workers who don't have Teralo accounts
• Review expired permits regularly and close out completed work