Electronic Permit Boards: The Smarter Way to Manage Worksite Safety
In high-risk industries—whether in energy, offshore wind, manufacturing, or construction—the permit to work (PTW) system sits at the heart of safe operations. For years, teams have relied on traditional, paper-based permit boards to display and manage permits in force on a site.
While these manual systems have served their purpose, the pace and complexity of today’s operations demand something more agile, transparent, and connected. That’s where electronic permit boards—part of a digital PTW system—come in.
At Pisys, we’ve worked closely with clients across sectors to help them replace outdated paper processes with intuitive, cloud-enabled permit management systems that make safety oversight simpler, faster, and more effective.
The Traditional Permit Board
A traditional permit board centralises storage and management of all paper-based permits to work currently active on a site. Typically, it features a series of plastic wallets containing the original permits (or copies) and any lockout/tagout (LOTO) tags.
Positioned prominently, it gives staff and contractors a visual snapshot of ongoing work, identifying:
- What tasks are being performed
- Where they are happening
- Who is responsible
- What the associated hazards are
- Whether any tests or sanctions are in place
In principle, this approach is straightforward. In fact, some smaller sites rely on nothing more than a whiteboard for listing active permits.
However, as soon as operations scale up—spanning multiple teams, contractors, or remote sites—the limitations of paper-based systems become painfully clear.
The Limitations of Paper-Based Permit Boards
The main weakness of a paper system is mobility. Permits must be physically moved between locations to obtain sign-offs, record updates, or confirm handbacks. This process creates delays and increases the potential for miscommunication, which in turn can lead to costly errors or, in the worst case, serious safety incidents.
Some common issues include:
- Time delays: Every permit change or approval requires physical transfer between parties.
- Distance from the worksite: The board might be located far from where work is actually being carried out, causing further delay.
- Disconnection from digital systems: Paper permits don’t integrate with company policies, procedures, or databases.
- Human error: Manual data entry and lack of automated checks make mistakes more likely.
When all these inefficiencies are added up, the real cost of using a paper-based PTW system far exceeds the price of the paper itself.
Why Move to an Electronic Permit Board?
An electronic permit board solves these challenges by giving authorised personnel instant, real-time access to permit information—anywhere, on any device.
It brings together every element of the PTW process into one digital interface that reflects the live status of all work in progress. Managers, supervisors, and contractors can all see:
- Which permits are currently active
- Where simultaneous operations (SIMOPS) may create conflicts
- Who has issued, approved, or accepted each permit
- When permits were created, modified, or closed
This transparency not only reduces risk but also helps managers plan work more efficiently and respond to changes faster.
Ideal Features of an Electronic Permit Board
For a digital system to be truly fit for purpose, it should meet several key criteria:
- Accessibility: Permits should be viewable and editable from any location by authorised personnel.
- Real-time visibility: All users should see live updates as permits are created, modified, or handed back.
- Scalability: Multiple copies of the board should be available simultaneously across sites, screens, and devices.
- Integration: The system should link seamlessly with the organisation’s wider permit to work software, ensuring one consistent source of truth.
- User-friendliness: The interface must be intuitive and easily understood by all staff, regardless of technical ability.
By meeting these requirements, electronic permit boards transform the permit process from a reactive paper chase into a proactive, digital safety control system.
Supporting Remote Work and Distributed Teams
The shift toward remote management has made digital solutions even more valuable. It’s increasingly common for supervisors or managers to issue and approve permits from different locations—or even different continents.
During the pandemic, Pisys helped a manufacturing client set up a new plant remotely. Traditional paper permits were simply unworkable. Within days, our PTW software was deployed, enabling the entire operation to manage permits, approvals, and safety data online, without a single sheet of paper changing hands.
The result? Full operational visibility, faster decision-making, and uninterrupted compliance—even during lockdown.
Key Considerations When Implementing an Electronic Permit Board
1. Cost vs. Benefits
The main investment is the upfront capital cost of implementing digital permit boards and supporting devices. However, these costs are quickly offset by efficiency gains: fewer delays, faster sign-offs, reduced administration, and improved safety outcomes. Over time, the return on investment becomes clear through saved labour hours and fewer incidents.
2. Device Choice
Boards can be displayed on standard PCs, laptops, or large LCD screens in common areas. Choose displays that are bright enough to be seen from a distance and designed for extended use to avoid screen burn-in.
Always follow best practice for cable management and power safety—it would be ironic for a safety board to introduce a trip hazard! Network connectivity is also essential; ensure reliable, secure connections wherever displays are installed.
3. Security
Since permit data can include sensitive operational information, access control is critical. Limit visibility to authorised personnel only, especially in public areas. Implement multi-factor authentication (MFA) and robust password protection on all connected devices.
4. User Experience
Accessibility is key. Consider users who may be visually impaired by using clear fonts, high contrast colours, and uncluttered layouts. The system should be simple enough for anyone—from technicians to managers—to navigate confidently.
The Pisys Advantage
Pisys’ electronic permit boards form part of our comprehensive digital permit to work system, built to meet the demands of modern, fast-moving industries. Our clients benefit from:
- Instant visibility of all active permits across sites and departments.
- Real-time updates to support dynamic, multi-site operations.
- Seamless integration with existing safety workflows and procedures.
- Enhanced accountability, with full audit trails for every action.
- Flexible access—viewable from office, site, or remote locations on any device.
The result is a safer, more transparent work environment where everyone—from the control room to the workface—shares the same, up-to-date information.
Building a Safer, Smarter Future
Electronic permit boards are more than just a digital upgrade—they represent a shift toward data-driven safety management. By combining visibility, efficiency, and control, they help organisations create a stronger, more proactive safety culture.
As remote working and multi-site coordination continue to grow, the ability to monitor and manage permits digitally will be critical. Pisys’ proven, configurable PTW software UK offers the reliability, flexibility, and insight that today’s industries need.
