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Work Permit Training Guide
Who is this article for?
This article is intended for Ideagen Maritime Safety users responsible for creating, issuing, managing, and closing Work Permits within the Ideagen Maritime Operations and Onboard platforms.Admin or Operations permissions may be required to create profiles, manage checklists, manage forms, or configure user access.
Overview
This guide outlines the step-by-step process for managing Work Permits using the Ideagen Maritime Safety system.
The Work Permit workflow enables shipboard and shoreside teams to:
- Ensure compliance with onboard safety protocols
- Manage checklists and required forms
- Create and maintain fully auditable Work Permit records
- Control access through user/rank profile configuration
- Standardize and automate permitting documentation
- Maintain traceability throughout the permit lifecycle
This guide provides a structured path through each phase of using Work Permits in the system.
Table of Contents
1. Getting Started with Work Permits
Before creating or processing Work Permits, ensure that the correct forms, checklists, and workflows are activated for your organization. Work Permits rely on a predefined standard workflow that governs required steps, approvals, and documentation.
Note: The UI will not be updated to recently updates for Maritime Safety Operations and Onboard.
Watch this live walkthrough of the platform: Managing Documents, Work Permits, and Risk Assessments in Maritime Safety
Use this article (if needed) to understand the complete workflow: View a Work Permit Standard Workflow
This article includes:
- Workflow structure
- Required checklist sequences
- Mandatory forms
- Approval dependencies
- Closure steps
- Audit trail mechanics
Understanding the standard workflow ensures consistency and compliance across vessels and shore teams.
2. Managing Forms & Checklists
Work Permit creation relies on standardized and approved documentation. These must be configured and maintained prior to issuing a permit.
Managing Forms
Forms are structured documents used within a Work Permit record.
This article explains how to:
- Create and edit forms
- Assign forms to workflows
- Activate new form versions
- Manage required fields and conditional logic
Managing Checklists
Checklists define task requirements throughout the permit process.
This article shows you how to configure:
- Pre-task safety verification
- Hazard mitigation requirements
- Completion confirmations
- Supervisor/Officer approvals
Proper checklist management ensures regulatory and operational compliance for all work performed onboard.
3. Create a New Work Permit Record
Once your forms and checklists are configured, permits can be created.
Use this article for step‑by‑step instructions: Create a New Work Permit Record
This article covers:
- Selecting permit category/type
- Auto-populating vessel or job-specific details
- Attaching required checklists
- Adding responsible personnel
- Starting the permit lifecycle
This step initiates a fully auditable record that moves through the configured workflow.
4. Processing Work Permit Checklists
Each Work Permit progresses through a checklist-based workflow that ensures the job is safe to begin, monitored properly, and completed according to regulations.
Use this workflow guide: Checklist Process in Ideagen Maritime Safety
This article includes:
- How to complete checklists
- Uploading supporting documentation
- Adding comments
- Recording signatures (digital or manual)
- Submitting checklists for review or approval
- Moving the permit between workflow stages
This step is critical for proving compliance and ensuring safe execution of onboard work.
5. Managing Access & Profiles
To determine who can create, review, or close Work Permits, configure user profiles linked to Work Permit permissions.
Use this article for assistance: Adding a New Profile in Ideagen Maritime Safety
Profiles allow you to:
- Control Work Permit creation rights
- Assign approval authority
- Limit access to certain permit types
- Define visibility and editing permissions
- Align access with safety policies
Maintaining accurate profiles ensures only authorized personnel can handle Work Permits.
6. Creating Users Managed by Profile or Rank
Once profiles are created, users must be assigned correctly.
Creating a User Managed by Profile
Creating a User Managed by Rank
These articles explain how to:
- Link users to profile-based permissions
- Configure access automatically based on rank
- Maintain consistent role-based security
- Streamline user onboarding and crew rotations
Correct user setup ensures Work Permit workflows run smoothly and safely.
7. Support
If your experience issues within the Maritime Safety application(s), please submit a support ticket to our Support team for further. Contacting Ideagen Support