Permits¶
Module: Permits | Audience: All Users
Table of Contents¶
- Overview
- Permit Types & Numbering
- How a Permit Is Generated
- Downloading a Permit
- Permit Contents
- Asset Transfer Permit
- Asset Disposal Permit
- Activity Permit
- Permissions Required
Overview¶
A Permit is an official, system-generated PDF document that authorizes the execution of a specific operational event — an asset transfer, an asset disposal, or a maintenance/inspection activity. Permits are produced automatically when the triggering event occurs (workflow approval or activity creation) and are downloadable directly from the relevant detail page.
Permits serve as authorization documents that staff can present when carrying out operations in the field or when responding to an audit.
Note: There is no standalone Permits menu. Permits are accessed from the detail pages of Asset Transfers, Asset Disposals, and Activities.
Permit Types & Numbering¶
| Code | Permit Type | Triggering Event |
|---|---|---|
| AT | Asset Transfer Permit | Transfer workflow approved |
| AD | Asset Disposal Permit | Disposal workflow approved |
| AC | Activity Permit | Activity created (scheduled or one-off) |
Permit Number Format¶
| Segment | Example | Description |
|---|---|---|
ORG_CODE |
GWC |
Your organization's short code |
PER |
PER |
Constant — identifies a permit |
TYPE_CODE |
AT / AD / AC |
Permit type (see table above) |
YEAR |
2026 |
Year the permit was created |
SEQUENCE |
000001 |
6-digit sequential counter, per type per year |
Example: GWC-PER-AT-2026-000001
How a Permit Is Generated¶
Permit generation is fully automatic — no user action is required to create a permit.
| Module | Trigger | Behaviour |
|---|---|---|
| Asset Transfer | Transfer workflow reaches Approved status | Permit record created; PDF generated in the background |
| Asset Disposal | Disposal workflow reaches Approved status | Permit record created; PDF generated in the background |
| Activity | Activity is created (from a schedule or as a one-off) | Permit record created; PDF generated in the background |
The PDF is produced asynchronously by a background job. Once generation is complete, an in-app notification is sent to the user who triggered the event with a link to download the permit. See Notifications.
Note: For bulk asset transfers and bulk asset disposals, each individual asset receives its own separate permit.
Downloading a Permit¶
A Download Permit button appears on the detail page of each module once the permit PDF is ready.
| Module | Path | URL |
|---|---|---|
| Asset Transfer | Asset Transfer → select a transfer → Download Permit | /asset-transfer/:id |
| Asset Disposal | Asset Disposal → select a disposal → Download Permit | /asset-disposal/:id |
| Activity | Schedule Management → Activities → select an activity → Download Permit | /schedule-management/activities/:id |
Tip: If the Download Permit button is not yet active, the PDF may still be processing. You will receive an in-app notification when it is ready.
Permit Contents¶
All permits share a common header. The sections below describe the type-specific fields that follow the header.
Asset Transfer Permit¶
Document title: Asset Transfer Permit
| Section | Field | Description |
|---|---|---|
| Header | Organization Name | Organization name, displayed center-aligned |
| Permit Title | "Asset Transfer Permit" | |
| Permit Number | Unique permit identifier | |
| Request Details | Request ID | Asset transfer request reference |
| Raised Date | Date the transfer request was created | |
| Approved Date | Date the workflow was fully approved | |
| Assets | Asset ID, Asset Name | Table listing all assets included in the transfer |
| Transfer Details | Source Location | Location the asset is moving from |
| Source Department | Department the asset is moving from | |
| Destination Location | Target location | |
| Destination Department | Target department | |
| Assigned User | New custodian after the transfer | |
| Justification | Reason | Business reason for the transfer |
| Comments | Additional remarks | |
| Authorization | Requestor Name | Name of the person who raised the request |
| Requestor Role | Role of the requestor | |
| Approver Name(s) | Name(s) of the workflow approver(s) | |
| Approver Role | Role of the approver(s) |
Instructions printed on the permit:
- This permit authorizes the transfer of the above-mentioned asset between specified locations/departments.
- The asset must be verified at both source and destination.
- This document must be presented upon request during transfer.
Asset Disposal Permit¶
Document title: Asset Disposal Permit
| Section | Field | Description |
|---|---|---|
| Header | Organization Name | Organization name, displayed center-aligned |
| Permit Title | "Asset Disposal Permit" | |
| Permit Number | Unique permit identifier | |
| Assets | Asset ID, Asset Name, Location, Department | Table listing all assets permitted for disposal |
| Request Details | Disposal Request Date | Date the disposal request was submitted |
| Approver Details | Approved On | Date the disposal workflow was fully approved |
| Requestor Role | Role of the requestor | |
| Approver Name(s) | Name(s) of the workflow approver(s) | |
| Approver Role | Role of the approver(s) |
Instructions printed on the permit:
- This permit authorizes the disposal of the above-mentioned asset.
- The asset must be verified before disposal is carried out.
- Disposal must be performed in compliance with organizational policies and applicable regulatory requirements.
- This document must be presented upon request during audit or verification.
Activity Permit¶
Document title: Activity Permit
| Section | Field | Description |
|---|---|---|
| Header | Organization Name | Organization name, displayed center-aligned |
| Permit Title | "Activity Permit" | |
| Permit Number | Unique permit identifier | |
| Activity Details | Task ID | Unique identifier for the activity |
| Schedule Name | Name of the parent schedule (blank for one-off activities) | |
| Activity Type | Type of activity (e.g., Maintenance, Inspection) | |
| Due Date | Scheduled completion date | |
| Assets | Asset ID, Asset Name | Table listing all assets included in the activity |
| User Group | Users | All users assigned to the activity's user group |
Instructions printed on the permit:
- This permit authorizes the execution of the specified activity on the asset.
- The activity must be carried out as per the defined schedule and guidelines.
- Only the listed users are authorized to perform this activity.
- This document must be presented upon request during execution or audit.
Permissions Required¶
| Module | Permission Required | Notes |
|---|---|---|
| Asset Transfer Permit | download_at_permit |
User must also have access to view the transfer record and the asset |
| Asset Disposal Permit | download_at_permit |
User must also have access to view the disposal record and the asset |
| Activity Permit | download_at_permit |
Available to members of the user group assigned to the activity |
Important: Permissions are configured in User & Role Management. Contact your system administrator if the Download Permit button is not visible.
Related: Asset Transfer · Asset Disposal · Schedule & Activity Management · Workflow Management · Notifications