PTW System — Permit to Work
The Permit to Work (PTW) module in SHARD controls high-risk work that needs formal authorization before it starts — for example hot work, confined space entry, lifting, electrical isolation, and other permit types configured for your site.
Purpose
PTW gives your organization a single place to request, review, approve, issue, and close controlled work. Each permit records who is doing the work, where it happens, what controls apply, and when the work is active — so supervisors and HSE can see what is live on site and intervene when conditions change.
Who uses this
- Requesters / permit holders — prepare and submit permits, confirm details, and open work when authorized
- Approvers / issuers — review risk controls, approve or deny requests, issue permits, and close or revoke active work
- Supervisors and HSE — monitor active permits, coordinate simultaneous work, and enforce stop-work when needed
- Field personnel — view permit details and sign in as team members where your pilot configuration allows
Typical workflow
- Create a permit in Draft with work description, location, permit types, timing, and responsible people.
- Attach or reference supporting documents (for example RAMS / method statements) when your project requires them.
- Submit the permit for review.
- An approver reviews and approves (or denies) the request.
- Where configured, the requester confirms final details before issue.
- An issuer issues the permit when work is authorized to start.
- The permit holder opens the permit when work begins on site.
- When work finishes, the permit is closed and later archived for records.
Your pilot may use a streamlined workflow (fewer steps between approval and open work). Cerb.works configures the active path with your HSE lead during onboarding.
How to add a Permit to Work
End-to-end permit workflow: overview, create form, linked controls, submit, and the saved permit record.
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Step 1
Step 1
Permit overview The PTW overview lists permits for the active project with search, filters, and quick actions to create or open records.
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Step 2
Step 2
Permit status lifecycle Status chips track the full permit lifecycle — draft, requested, approved, issued, open, on hold, closed, denied, scrap, overdue, and archived — with live counts per queue.
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Step 3
Start a new permit Create New Permit opens in the active project context (Northern Star / KDG-2601 in the Kattegat demo).
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Step 4
Step 4
Select permit type(s) Choose one or more permit types (hot work, confined space, lifting, electrical, and others). Multiple types generate linked permit forms in a group.
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Step 5
Step 5
Company and personnel Identify the performing company, permit holder, and optional task owner. Personnel are sourced from pulse_people — demo names such as Jonas Rasmussen are shown as-is.
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Step 6
Shift type and validity regime Set the requested date, named shift type (or duration), start time, and optional multi-day planned end. Validity is bounded by shift end and approved duration.
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Step 7
Work description Describe the scope of work clearly — this becomes the controlled statement of work on the issued permit.
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Step 8
ATLAS work location Link the permit to a canonical ATLAS location node (search or browse hierarchy). Demo captures select Dock 1 on MV Northern Star.
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Step 9
Risk matrix — hazards Risk & Control Matrices auto-populate from permit type rules. Review hazards, then switch tabs for PPE, equipment, mitigations, and evidence attachments.
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Step 10
Step 10
Risk matrix — PPE Required and optional PPE items from the PEMA catalogue appear per permit type configuration.
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Step 11
Risk matrix — equipment Equipment controls (scaffold, MEWP, gas detection, and similar) are listed for selection on the permit.
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Step 12
Risk matrix — mitigations Mitigations capture procedural controls, method statements, and certificates required before work starts.
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Step 13
Risk matrix — evidence / attachments Attachment requirements mark evidence as Required or Optional. Selected items must be uploaded or linked before issue where configured.
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Step 14
RAMS and linked controls Link approved RAMS/LMRA documents from the Safety Library and satisfy project-specific control requirements before submission.
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Step 15
Step 15
Save or submit Save as Draft keeps the permit editable; Submit Permit routes it into the review and approval workflow.
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Final step
Final step
Permit record detail The saved permit record shows status, reference, scope, linked matrix selections, personnel, location, and workflow actions. Demo captures prefer title "Demo hot work permit for help documentation".
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Step 17
Matrix configuration (optional vs mandatory) Administrators configure which PEMA catalogue items are enabled per permit type and set requirement levels — Mandatory, Optional, or Conditional — for the organization.
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Step 18
Matrix generations roll-up Matrix Generations compiles selected PEMA elements across permits. Filter by status and type, backfill historical permits, and export CSV roll-ups for planning and audits.
Roles and responsibilities
- Requester — ensures the permit is accurate, complete, and submitted before work is planned to start.
- Approver / issuer — confirms controls are adequate and only authorizes work that meets site rules.
- Permit holder — keeps the live permit aligned with actual work; stops work and notifies HSE if conditions change.
- HSE / safety coordinator — resolves conflicts with other work, escalates SIMOPS concerns, and supports stop-work decisions.
Evidence / attachments
Use the permit record to hold the information reviewers need before work starts:
- Work description, location, and validity period
- Permit types and linked risk assessments where configured
- LOTO / isolation requirements when applicable
- Supporting files uploaded to the permit or linked risk assessment documents from Safety Library
- Comments and activity history as the permit moves through review
Status lifecycle
PTW uses a controlled status model. The exact steps visible in your pilot depend on project settings, but the common path is:
- Draft — being prepared; not yet submitted
- Requested — submitted and awaiting approval
- Approved — approved; may require confirmation or issue depending on configuration
- Confirmed / Issued — formally authorized to start (when those steps are enabled)
- Open — work is active on site
- On hold / Extended — work paused or validity extended (when enabled)
- Closed — work complete
- Archived — filed for long-term reference
Exception paths include Denied (rejected at approval), Revoked (cancelled while active), and Scrap (cancelled before approval). Re-open and re-issue rules are configured for your site with Cerb.works support.
What pilot users should do
- Use REACTOR as the system of record for new controlled work in the pilot scope — not parallel paper permits for the same job.
- Submit permits early enough for review; do not start physical work until the permit is in an authorized active status.
- Keep location, timing, and team details current; close permits promptly when work finishes.
- Raise SIMOPS or coordination concerns to HSE when multiple activities overlap — use REACTOR visibility to support the conversation.
- Report gaps in permit types, approval paths, or notifications to your process owner and Cerb.works so configuration can be adjusted within pilot scope.
Where to open it in REACTOR
- SHARD → PTW System — list, filter, and open permits
- Create a new permit from the PTW list or table actions in the same module
- Related SHARD modules (when enabled): Risk Assessments, Safety Library, SIMOPS Analyzer