Run a work permit crew

High-risk work, such as hot work, work at height or work in a confined space, is done under a work permit. A permit's crew is the list of people who work under it. You name them on the permit's Crew page in Management AZ. Each employee on the crew then sees the permit in Employee AZ and takes three steps there, in order: they confirm their briefing, sign on when they start the work and sign off when they finish. The crew page shows you who has taken each step.

Before you start

The crew's employees see what the permit says, so fill in the permit first. In the menu, under Health & Safety, open Risk management and select Work permits. Create a permit with New permit, or select Review and update on a permit's row to open Review work permit. Check these fields:

• Hazards identified, Control measures and PPE required, one item per line, and Emergency procedures. Each employee on the crew reads them on their phone or computer before they start. Each line of PPE required that Employee AZ recognises as a kind of PPE is checked against the PPE recorded as issued to that employee, and marked as issued to them or not; see Issue PPE and answer requests.
• Maximum personnel, if the crew has a limit. Leave it empty for no limit.
• Requested end. Once it has passed, nobody can confirm a briefing or sign on to the permit.
• Workflow status. It decides which steps the crew can take: see The permit's status and the crew's steps.

Open the crew

1. In the menu, under Health & Safety, open Risk management and select Work permits.

2. On the permit's row, select the people button, Crew, next to Review and update. The permit's crew page opens.

3. The card at the top shows the permit's title and status, Planned start, Planned end, Location and Crew: how many people are on the crew, and how many the permit allows when it has a Maximum personnel.

A new permit has nobody on it, and the list says Nobody is on this crew yet. Name the people who will do the work below.

Add people to the crew

1. Select Add to the crew above the list, or scroll to Add someone to the crew below it.

2. In Employee, choose the person. The list holds your organisation's active employees who are not on the crew already.

3. In Role on this permit, choose their role, for example Worker, Permit holder, Supervisor, Standby person, Gas tester or Fire watcher.

4. Select Add to the crew. The page confirms that the person is on the crew and that they see the permit on their Safety page in Employee AZ.

Add each person in turn. The same employee cannot be on a crew twice: if you choose someone already on it, the page says so and nothing changes.

Someone from outside your organisation

For a contractor or anyone else who is not your employee, leave Employee on Someone from outside your organisation, write their name in Name, if not an employee and, optionally, their company in Their company, if not an employee, then choose their role and select Add to the crew. If you leave both the employee and the name empty, the page says Choose an employee, or write the name of the person from outside your organisation. Nothing was changed.

Their row shows their company or Not in Employee AZ. As the form says: Someone from outside your organisation does not use Employee AZ: brief them and record their steps on paper. Their step columns stay empty in Management AZ.

When nobody else can join

• When the crew reaches the permit's Maximum personnel, the form is replaced by a message that the crew is full. Everyone still on the crew counts, including people who have signed off. Take someone off, or raise the maximum on the permit, before you add another person.
• When the permit is Closed, Cancelled or Expired, the page says This permit is finished. Nobody can join its crew.

Follow the crew's steps

The list has one row per person, with these columns:

A dash means the step has not been taken. The list puts the people signed on first, then those briefed, then those not briefed yet, then those signed off.

• To list only the people at one step, use the chips above the list, grouped as Filter by step. All lists everyone. A chip appears only when someone is at that step, and shows how many are.
• To find someone, type in Search the crew.
• The page does not update by itself. Select Refresh to see the steps taken since you opened it.

Take someone off the crew

You can take someone off while their status is Not briefed yet or Briefed, that is, before they sign on.

1. On the person's row, select Take off the crew. There is no confirmation step.

2. The page confirms it. The person leaves the list, and their name is shown under it after Taken off the crew, so the permit keeps a record that they were on it. The permit leaves their Employee AZ list.

If you took someone off by mistake, add them again: they start again from their briefing. Someone who has signed on cannot be taken off. They stay on the crew's record and sign off themselves in Employee AZ when they finish; if you try, the page says so and nothing changes. If you select the button on a row that a colleague has just taken off, the page says This person was already taken off the crew. Nothing was changed.

The permit's status and the crew's steps

You move the permit through its statuses in Workflow status, on Review work permit. Each employee's steps follow it:

Whatever the status, once the permit's Requested end has passed nobody can confirm a briefing or sign on; anyone signed on can still sign off. A step cannot be undone in Employee AZ. For what your employees see and do, see Your steps on a work permit.

If something goes wrong

Every change to the crew is checked again against the permit when you save it. If it cannot be made, nothing is changed and the page says why. A list that could not be read is never shown as an empty crew: