Permits: plans, reviews and permits (lift, hot work, confined space, excavation)

A permit is the approval of a written work plan: a lift plan, a hot work plan, a confined space entry plan, or an excavation / trenching plan. The JHA is how the work is checked against the plan on the day. Which workflow runs depends on the project's role (GC / Prime or Trade / Subprime, set under Settings → Connect Procore, or for one project on Create Site Orientation).

The agent drafts and reviews; the Safety Officer (the Administrator or Safety) approves every plan, every permit and every email before it's sent. An approved plan can be sent to the project's Procore Submittals (below).

We are the GC / Prime: the JHA comes first

1. Build the project's JHA with the agent (from Planning, or in the Safety library).
2. On the JHA, under Does part of this work need a permit?, tick the permit (Lift, Hot work, Confined space, Excavation / trenching) and, if you know it, the subcontractor. The agent suggests one when the JHA lists a permit.
3. Approve the JHA. The permit opens under Permits (Plan requested), and the JHA is held: it can't be assigned, put on the project in Procore or recorded with a crew until the permit is issued.
4. Email the Superintendent: the agent drafts the request for the subcontractor's plan, with what it must cover. Check it, change anything, and click Approve and send.
5. When the plan comes in, Upload and review it (PDF, Word, Excel or photos). The agent checks it against what the plan must contain, the regulations, your company manual and rules, and the JHA, and recommends accept or return.
6. Return it for corrections (the agent drafts the email with what to fix), or Accept: issue the permit. Check the requirements the agent proposed (what must be in place and checked on the day) and the dates.
7. The permit PDF has the requirements, the dates and who issued it, with the accepted plan attached. It's filed with the project. Send the permit to the Superintendent and the subcontractor.
8. Release the JHA: assign it to the Superintendent, a Foreman or the Sub. They get it by email with the permit.

We are the Subprime / Trade: the plan comes first

1. A Foreman, Superintendent or PM opens Permits, chooses the project and clicks Request a plan: the kind of plan, the work, where, when, and who it goes to (the GC or the Owner). Safety is emailed.
2. Safety clicks Draft the plan with the agent. The agent writes it from the project, the company manual and rules, and the regulations, and leaves [PLACEHOLDERS] for facts only you can give (the crane model, the load's weight). Fill them in, or Revise with the agent in your own words.
3. Approve the plan. It's logged as a version with its PDF.
4. Email it to the requester, who submits it to the GC.
5. When the GC answers, the Superintendent, Foreman or PM records the GC's answer: approved (with their permit number and document, if any) or returned with their comments. A returned plan goes back to Safety, who revises it with the agent (paste the GC's comments) and approves it again.
6. Once the GC approves, Build the JHA from the plan: every requirement of the plan becomes a step or a control. Review and approve it in the library, then assign it as usual.

Good to know

• Every plan version, the uploaded plans, the GC's documents, the permit and every email sent are kept with the permit, under Filed with the project and History.
• Permits is the project's Permit log: every permit, its status and number.
• Not yet: reminders before the work date, permits expiring when their dates run out, and Procore Submittals. Ask us if you need them.

Send an approved plan to Procore as a submittal

On an approved plan whose project is in Procore, Send to Procore as a submittal: choose the Submittal Manager (the project's PM or Project Administrator is listed first), the number, type (Plans by default), an optional spec section and due date, and whether to attach the JHA. Draft (recommended) keeps it quiet until the manager applies the project's workflow and sends it: the LaunchPad Safety Agent emails the manager that it's waiting. Open has Procore email the manager straight away, with the ball in their court. The plan PDF (and the JHA) are attached.

LaunchPad checks the submittal every hour (or Check Procore now): its status, ball in court and the approvers' responses show on the plan and in the Permit log. A Revise and Resubmit (or a rejection) reopens the plan for Safety, who is emailed; revise it with the agent beside the plan. Approved and closed records the answer. A Non-Procore project's plan can be sent once the project is linked to Procore. The company needs the LaunchPad Safety version with Submittals installed in Procore.