Permit logs are a critical part of managing high risk activities on construction and infrastructure projects. Whether covering hot works, excavation, lifting, confined spaces, or out of hours works, permit logs provide a central record of what work is authorised, where it is occurring, and who is responsible.
When managed well, permit logs improve safety, coordination, and compliance. When managed poorly, they quickly turn into fragmented spreadsheets, missed approvals, and unnecessary site risk.
Why Permit Logs Matter
Permit logs exist to ensure that:
- High risk works are formally assessed and authorised
- Hazards are identified and controlled before work starts
- Responsibilities are clearly defined
- Conflicting activities are avoided
- Auditable records are maintained for clients and regulators
On busy projects with multiple contractors and constantly changing work fronts, permit logs provide visibility and control over critical activities such as lifting, excavation, and hot works.
What Should a Good Permit Log Capture?
A well-structured permit log typically includes:
1 Permit Identification:
- Unique permit number
- Permit type such as Hot Work, Excavation, Cold Work
- Project, location, or chainage
Clear numbering and categorisation prevent duplication and confusion, especially when managing multiple permits at the same time.
2 Scope of Work:
- Description of the authorised activity
- Clear limitations on what is and is not allowed under the permit
This helps ensure teams do not exceed the approved scope.
3 Responsible Parties:
- Permit issuer or authorising authority
- Permit receiver or person in control of the works
- Company or subcontractor performing the activity
Clear ownership reinforces accountability and improves response times.
4 Dates and Validity
- Start date and time
- Finish date and time
- Duration of the permit
Permits should never be open ended. Defined validity periods ensure work is reassessed if conditions change.
5 Permit Status:
- Draft
- Approved
- Active
- Suspended
- Closed
Up to date status visibility is essential for pre starts, shift handovers, and coordination meetings.
Up to date status visibility is essential for pre starts, shift handovers, and coordination meetings.
Permit Log Best Practices
- Centralise All Permits in One Log: Avoid managing permits through multiple spreadsheets, emails as approvals, and paper copies stored on site. All permits should live in a single authoritative register so site teams understand exactly what work is active.
- Standardise Permit Types: Consistent permit categories such as Hot Work, Excavation, Lifting, Confined Space, or Out of Hours Works.This improves reporting consistency and simplifies permit management across contractors.
- Link Permits to Locations: Location based permit visibility helps prevent clashes between activities, improve supervision, and support site wide planning and sequencing.Knowing where work is happening is just as important as knowing what work is happening.
- Enforce Clear Start and Finish Times: Permits should automatically expire when their validity ends. If work needs to continue, it should be reassessed, reauthorised, and logged as a new or extended permit. This prevents unsafe carryover between shifts.
- Track Open and Closed Permits Clearly: A well-managed permit log makes it obvious which permits are currently active, which are overdue for closure, and which have expired without close out. This visibility is critical during daily coordination and safety meetings.
- Maintain Full Audit Trails: Every permit should clearly show who issued it, who accepted it, when it was approved, and when it was closed. Strong audit trails support compliance and simplify client and regulatory reviews.
Common Permit Log Pitfalls to Avoid
- Permits issued with vague or incomplete scope
- Expired permits left open
- Multiple permits covering conflicting activities
- Paper permits not reflected in digital logs
- No clearly nominated permit owner
These gaps significantly increase safety and compliance risk.
How Glaass Supports Permit Log Best Practices
Glaass digitises permit to work management into a single structured system. With Glaass, project teams can:
- Manage all permit types in one central log
- Assign permit issuers and receivers clearly
- Control permit validity periods
- Link permits to specific locations and activities
- Track permit status in real time
- Maintain full audit trails
- Export permit registers for client and regulator submissions
By replacing manual tracking and fragmented records, Glaass helps projects manage high risk work with clarity, confidence, and control.
