LimeBook POZ – digital workflow for work permits.
LimeBook POZ It is a LimeBook system module used for the digital creation, handling, and archiving of work permits in accordance with OHS procedures and organizational standards. It automates the entire process—from form completion, through multi-stage approval, to archiving—eliminating paper-based document workflows, delays, and human error.
The module enables:
- Simultaneous work by multiple users on a single permit,
- Sending SMS, email, and push notifications about required actions, and
- Supports remote and offline work.
A central archive, configurable templates, and workplace control tools ensure process transparency, operational continuity, and compliance with legal and OHS requirements.
Zobacz: LimeBook POZ – zarządzanie pozwoleniami na prace niebezpieczne w pigułce (PFD).
What benefits does digitizing document workflows bring?
Preparing work permits is a process that consumes a significant amount of an organization’s resources. LimeBook POZ addresses the following key organizational and operational challenges:
- Time-consuming, paper-based workflow for work permits
Eliminates manual document creation, circulation, and archiving, reducing the time required to issue permits. - Lack of process transparency and permit status visibility
Provides full insight into the permit’s current stage, responsible persons, and required actions. - Delays and errors resulting from manual work
Automates workflows and multi-stage approvals, reducing the risk of omissions and non-compliance. - Problems coordinating multiple people and departments
Enables multiple users to work on the same document simultaneously without downtime. - Risk of permit loss or outdated permits
A central archive and document lifecycle control ensure data integrity and up-to-date information. - Lack of timely communication in the process
Automatic SMS, email, and push notifications inform participants about required actions and deadlines. - Limitations of fieldwork and lack of internet access
Supports remote and offline work, ensuring process continuity under all conditions. - Risk of non-compliance with OHS requirements and audits
Standardizes the permit process and supports compliance with legal regulations and internal procedures.
Creation and management of work permits
The system enables quick generation of work permits through an intuitive online form. It supports three types of documents (as separate permits or one main permit with subforms), allowing the process to be tailored to the company’s internal procedures. This eliminates errors associated with paper documentation and speeds up the formal approval process.
Automatic workflow and multi-stage approval
The module guides the document through a defined workflow—from creation, through successive approval stages, to archiving. The automated workflow reduces the risk of omissions, speeds up processes, and ensures compliance with health and safety procedures.
Ability for multiple users to collaborate simultaneously
Several employees or departments can work on the same permit simultaneously. This solves the problem of delays and waiting for one person to complete their part, significantly shortening the document processing time.
SMS, email, and push notifications
Each participant in the process is continuously informed about required actions. Automatic notifications eliminate the risk of delays, remind users of deadlines, and ensure smooth information flow between all parties involved.
Mobile operation and offline mode
The module allows remote creation and editing of permits on mobile devices, even without internet access. This is crucial in situations where work takes place in areas with limited connectivity, such as in the field or on construction sites.
Central archive and reporting
All permits are stored in a single, secure repository, making access easier during audits and inspections. The module allows users to generate reports, lists of contractors and external companies, and use custom document templates, increasing transparency and regulatory compliance.
Features that will streamline the work permit workflow in your organization.
Work permit management.
- Creation of electronic work permits in accordance with OHS procedures and company standards.
- Management of the permit lifecycle: creation, approval, execution, and archiving.
- Support for three types of documents:
- Individual permits,
- One main (master) permit,
- A main permit with sub-forms.
Document forms and templates.
- Generating permits using an intuitive online form.
- Customizing the structure and visual layout of documents to the organization’s internal procedures.
- Mechanisms for reducing errors during document completion.
Automatic workflows and approvals.
- Automated document workflow.
- Multi-stage approval of work permits – a status-based system.
- Control of process completeness and stage sequence – data validation mechanisms.
- Ensuring compliance with local OHS procedures through form customization.
- Mechanisms to reduce human error (permissions) and process delays (notifications).
Multi-user collaboration.
- Parallel collaboration of different departments and organizational roles in creating and approving permits.
Parallel collaboration of different departments and organizational roles in creating and approving permits. - Elimination of downtime caused by sequential document workflows.
Notifications and communication.
- Automatic SMS notifications about required actions.
- Automatic email notifications about the permit status and stages.
- Push notifications for mobile users.
- Reminders about deadlines and overdue actions.
- Ensuring continuity of information among process participants.
Mobile operation and offline mode
- Remote creation and editing of work permits on mobile devices.
- Data synchronization after regaining an internet connection.
Workplace control and safety.
- Tools for photographic documentation of the workplace.
- Generation of OHS training and safety briefings aligned with the scope of work (when integrated with LimeBook SZK).
Archiving and reporting.
- Central archive of work permits.
- Unlimited, secure long-term storage of historical documentation.
- Quick access to documents for audit and inspection purposes.
- Generating work permit reports.
- Creating lists of contractors and external companies carrying out work.
Do you know how to use LimeBook POZ in your organization?
Write to us. As part of a working group, we will define the scope of digitization and automation and help you carry out the implementation.
