Work Permit App
Work Permit App
A work permit app brings permits directly to mobile devices and the cloud. Why should construction sites and industrial plants switch from paper permits to mobile solutions, and what advantages does mobile permit management offer?
A Digital Work Permit Process in Your Pocket
A work permit app is a mobile and web application that allows users to create, manage, and track work permits anytime, anywhere. In practice, this means, for example, that a site manager can issue a permit directly on their phone at the job site, and all required parties are instantly notified. Everything is stored in the cloud, ensuring data remains safe and up to date for all stakeholders.
Gate Apps’ Gate PTW is an example of such a system: a comprehensive mobile and web app for managing all types of permits needed on a site. Common tasks (hot work, confined space, excavation) have ready-made templates based on industry best practices, which can be customized to meet an organization’s specific needs. This flexibility ensures the software adapts to the company’s processes—not the other way around.
How Does a Work Permit App Work?
A work permit app digitalizes the traditional process. The general workflow:
Permit creation in mobile
Supervisors select the relevant permit type (e.g., Hot Work or Roof Work) and complete required fields: task description, location (often autofilled by GPS or selected from a map), start/finish time, workers, supervisors, and safety checks.
Attachments like photos or risk assessments can be added directly.
Distribution and approvals
With one tap, the request is sent forward.
Approvers receive instant notifications (via app and email), review details, and approve or comment.
Workers may be required to confirm receipt and understanding, ensuring subcontractors also comply.
Work updates during execution
Data such as gas test results in confined spaces can be logged directly into the permit.
If timelines shift or workers change, updates are made in real time, with automatic notifications.
Permit closure
Once work is complete, the permit is closed either automatically (when it expires) or by a responsible person.
Permits move from “active” to “archived” but remain available for audits and reports.
Benefits in the Field
Speed and Convenience
Eliminates paperwork and unnecessary trips to the office.
Permits and approvals are completed in minutes, keeping projects on schedule.
Better Communication
Automatic notifications keep everyone aligned.
Cancellations (e.g., due to weather) are visible instantly to subcontractors.
Reliable Documentation
All permits are digital, with electronic signatures and timestamps.
No scanning, storing, or lost papers—everything is secure and searchable.
Standardization and Consistency
Templates ensure required information is always collected.
Updates to legal or company requirements are reflected instantly in all new permits.
Real-Time Safety Visibility
Safety officers can see which hazardous tasks are active at any moment.
Enables targeted spot checks where active permits are in place.
Case Example: Hot Work Permit on a Phone
During a maintenance shutdown, a technician notices a cracked valve that requires welding—a hot work permit is needed outside the designated hot work area.
Paper-based process: The technician finds a paper form, fills it out, seeks a fire watch name, then chases a supervisor for approval. Easily an hour wasted while the job waits.
With the app:
The technician opens Gate PTW, selects Hot Work Permit, dictates details into the form using voice input, chooses a fire watch from the dropdown, and hits Send.
The supervisor gets an instant notification, reviews and approves within seconds.
Both the technician and fire watch immediately see that the permit is active and begin work.
After completion, the technician marks the job finished, the fire watch confirms follow-up checks, and the safety manager automatically receives a full report.
All done in about five minutes—fast, secure, and fully documented.
Summary: Work Permit App Boosts Efficiency and Safety
A mobile work permit app is a modern tool for sites and plants that combines efficiency with safety. It reduces paperwork and bureaucracy while ensuring safety requirements are never overlooked. Everyone benefits: workers get permits faster, management gains visibility, and overall safety improves.
Future-ready worksites are increasingly digital. Gate Apps has developed its work permit solution together with clients to meet real-world needs. If your organization is still relying on paper or Excel, it’s time to test a digital solution. Book a demo of the Gate PTW app and experience firsthand how permits can fit right in your pocket.
