Digitalization of Work Permits
Digitalization of Work Permits
Digitalizing work permits means moving from paper-based processes to electronic ones. Why should organizations make the switch, what benefits does it bring, and how can it be implemented in practice?
Why Digitalize the Work Permit Process?
Traditionally, work permits (e.g., hot work, confined space, and maintenance permits) have been managed on paper. While this method has served for decades, digitalization offers significant advantages.
Key reasons to start digitalizing include:
Efficiency
Less time spent filling out, transporting, copying, and archiving paper forms.
Digital workflows speed up creation, approvals, and archiving.
Remote or on-site approvals eliminate waiting time, freeing resources for actual work.
Error Reduction
Mandatory fields ensure no critical information is left blank.
Digital entries avoid handwriting issues and missing signatures.
No risk of losing or misplacing paper permits.
Improved Safety
Real-time communication ensures everyone has the latest information.
Built-in checklists prevent critical safety steps from being skipped.
Systems enforce key actions (e.g., fire watch assigned, LOTO completed) before approval.
Transparency and Traceability
Managers gain full visibility into all active permits.
Every approval, condition, and responsibility is recorded and searchable.
Quick access to historical data improves accountability.
Collaboration and Learning
Centralized data allows teams to share best practices.
Successful conditions and safeguards can be standardized across units.
Remote Work and Flexibility
Managers can approve permits even off-site.
Especially valuable during travel restrictions or in global organizations with distributed teams.
Practical Benefits of Digitalization
Faster approvals: Average processing time reduced from 45 minutes (paper) to 10 minutes (digital).
Better compliance: Unauthorized work incidents dropped significantly once permits became visible and easy to request digitally.
Fewer accidents: Hot work and electrical work incidents decreased after systematic safety checks were built into the system.
Lower administrative costs: Savings from reduced printing, archiving, and manual reporting.
Environmental benefits: Reduced paper use supports sustainability reporting.
How to Implement Digital Work Permits
Needs Assessment
Identify types and volumes of permits.
Map out who creates, approves, and supervises them.
System Selection
Choose a ready-made solution (e.g., Gate Apps) rather than building in-house.
Leverage built-in best practices tested across industries.
Configuration and Customization
Tailor templates for each permit type.
Assign user roles and permissions.
Set up integrations with HR, safety, and competency databases.
Pilot Project
Start with one unit or permit type.
Collect feedback and refine forms and workflows.
Training
Hands-on sessions for all user groups.
Emphasize the why: efficiency, safety, and reduced paperwork.
Organization-Wide Rollout
Support users during the transition phase.
Provide quick-access help and troubleshooting.
Monitoring and Improvement
Track usage rates and process compliance.
Gather feedback and adopt system updates to enhance value.
Case Example: Tulityölupa.fi
In Finland, Tulityölupa.fi is a successful example of work permit digitalization. Developed by SPEK, the Finnish Fire Officers’ Association, and technology partners like Gate Apps, it allows official hot work permits to be created and managed entirely online. The system incorporates the Finnish standard SFS 5900 for risk assessment,
Many companies that started with digital hot work permits expanded digitalization to other permit types, eventually adopting comprehensive permit management systems.
Summary: Digitalization Is an Investment in Safety
Digitalizing work permits is not just an IT project—it is primarily a safety and efficiency initiative. While implementation requires effort in system setup and training, the benefits include fewer accidents, smoother workflows, lower costs, and improved employee engagement.
Future workplaces will be paperless in permit management as well. Younger generations already expect digital-first tools, and digitalization helps companies attract and retain top talent.
Gate Apps has supported the digitalization of hundreds of thousands of work permits in Finland and Europe.
👉 If your organization hasn’t yet made the switch, now is the right time. Book a demo to see how your permit process can be digitalized quickly and effectively.
