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Create a Permit Form

Use permit forms to manage higher-risk work, such as Hot Works, through a clear workflow: submit, review and approve.

 

What this means

  • A permit form is a Permit-type template created in the Classic portal.
  • A complete permit workflow often includes:
    • The main Permit (initial submission + approval)
    • A "Hold" form (end-of-work or pause step).
    • A “Close” form (final close out step)

 

When you’ll use this

  • The customer has a paper permit (Hot Works, Confined Space, Electrical Isolation, etc.) they need digitised.
  • The customer needs proof of approval plus evidence the area was left safe and tidy at the end of the task/shift.

 

Step-by-step


     

    Setting Up Hold and Close-Out Forms for a Permit

    1. Create the Hold form
      • Create a generic form named [Permit Name] - Hold.
      • Add the customer's required wording for the Hold forhand-backhand-back, for example:  “I agree this work is complete and the area has been left safe and tidy.”
      • Add any additional questions required for the hold process.
    2. Create the Close form
      • Create a generic form named [Permit Name] - Close.
      • Add the customer’s required close-out wording.
      • Add any additional questions required for the close-out process.
    3. Link the forms to the permit
      • Open the Permit Settings for the relevant permit.
      • Set the On Hold Form field to [Permit Name] - Hold.
      • Set the Close Form field to [Permit Name] - Close.
    4. Add signature questions where required
      • If the worker needs to sign the permit, add a signature question to the main permit.
      • Approvers don't need a separate signature question their approval in Breadcrumb is automatically recorded with their name and the date/time, which serves as their sign-off. This is different from workers, who do need a signature question added if the paper version requires their signature.
    5. Save the permit.
    6. Complete an end-to-end test
      • Submit the permit as a supplier/worker user on a sandbox/test site.
      • Approve the permit as a Host/Site Manager.
      • If applicable, place the permit On Hold and complete the Hold form.
      • Close the permit and complete the Close form.
      • Confirm that all required responses, signatures and approval actions are recorded correctly check this under the Permit Report ➡️ View PDF, where all permits stages are combined into one PDF.

     

    Common issues

    Permit isn’t appearing on a site

    • Permits generally aren’t truly “company wide” by default. You may need to add the permit to each site (best practice: include it in the site template so new sites inherit it).

    Customer wants the Hold/Close section inside the main permit only

    • This usually causes messy workflows. Keep Hold/Close steps as linked forms so they only show at the correct stage.

    Too many duplicated questions from the paper version

    • Remove auto-captured fields (e.g. name, date, time) unless they collect something different, like multiple worker names.

     

    Why this matters

    • Ensures permits follow a consistent, auditable process (including end-of-work close out).
    • Reduces risk by enforcing approval and documenting a safe close-out.

     

    Need help?

    If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.