The moment a permit is approved, the form is ready and the gate knows
The contractor requests the permit in the system and can only add staff whose documents are complete. The safety officer approves on one screen. Hot-work, work-at-height and confined-space forms are prepared as a PDF and e-mailed to the workshop.
- Company
- Sample Construction Ltd.
- Type
- Hot Work
- Date range
- 10.11.2026 – 12.11.2026
- Shift
- Day
- Staff
- 3 people · documents complete
A paper permit knows nothing about the shop floor
On a hot-work permit approved on paper, nobody notices that a listed welder's medical report runs out on the third day. The form goes into a file, and the gate never hears about it.
In Fiwo, a permit can only be opened with staff whose documents are valid through the permit's last day. An approved permit enters the gate rule immediately: staff without a permit get "Entry denied" at the gate.
Only staff with complete documents
The staff picker lists only people whose documents are complete. If a document expires before the permit ends, the system rejects the addition and tells you which document ends when. The same person cannot be added to two permits with overlapping dates.
- The picker shows only staff with complete documents
- If a document ends before the permit, you see which one and when
- No staff member on two permits with overlapping dates
From a maintenance order to a permit
The maintenance chief opens a numbered order and sets the working conditions. The contractor creates the permit from the order; the workshop, conditions and night shift come from the order and cannot be changed, and the contractor selects the workers and dates. If the permit is rejected, the order reopens.
- A numbered order, for example PR-014
- Workshop, conditions and night shift carry over unchanged
- A rejection reopens the order
A ready PDF on approval, e-mailed to the workshop
The safety officer approves the permit or rejects it with a reason. On approval, the work permit form and the forms of the selected conditions merge into one PDF. It carries your company logo and the approver's name, and is e-mailed to the workshop manager as an attachment. If needed, the safety officer resends it with one click.
- Work permit form
- Hot-work form
- Work-at-height form
- Confined-space form
Night shift and overstay
After the end of the day shift, only people with a night-shift permit get in. The safety officer can also add the night shift to an approved permit; staff currently inside are updated immediately. Anyone who overstays and does not leave shows up as a bell alert for security; the shift leader sees people inside and overstaying in their list.
- After day shift ends, entry only with a night-shift permit
- Night shift can be added to an approved permit later
- Overstay shows as a bell alert for security
- The shift leader sees people inside and overstaying in their list
What the system checks for you
- A permit's length cannot exceed the limit your facility sets (30 days by default).
- The SGK hire notification is checked once, against the permit's start day.
- Operator documents are only required for staff marked as vehicle operators.
- If two people approve the same permit at once, the second action is rejected, so no duplicate form goes out.
Related features
Frequently asked questions
Can one permit have several working conditions?
Yes. Hot work, work at height and confined space are selected in any combination; each adds its own form to the PDF.
Can a contractor change a permit that is waiting for approval?
Yes, but only a permit that is waiting for approval. An approved or rejected permit does not change; for a rejected one the reason is shown and a new request is opened.
Which forms does the permit PDF contain?
The work permit form and the forms of the selected conditions (hot work, work at height, confined space) merge into one PDF. It carries your company logo and the approver's name.