Hot Works Permit Form — shared by the community

Who this template is for

Hot Works Permit Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

• Small teams who need a reliable intake process working in facilities & property management.
• Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
• Anyone replacing chasing missing details over email with one structured record per enquiry.
• Respondents are the people you send it to — the form asks them 25 questions across 3 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

• 18 questions are required, so submissions arrive complete instead of needing a follow-up email.
• It accepts a document or photo upload as evidence.
• It records a signature you can keep as proof of agreement.
• It pins the request to a specific date.
• It allows multiple selections without free text.
• It captures a numeric value you can filter and sort on.
• Conditional logic hides 6 questions until they are relevant — shorter forms convert better than long ones.
• Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1. 1Press “Use this template” — a fresh copy of Hot Works Permit Form lands in your workspace, ready to edit.
2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4. 4Check the upload limits on the file question so respondents can attach what you actually need.
5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 6 conditional rules ship with it.

• Features advanced show logic: if “Does any detector need isolating?” is Yes, the form dynamically exposes “Detector head reference”. Otherwise that question never appears.
• Features conditional validation: if “Does any detector need isolating?” is Yes, “Who authorised the isolation” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Does any detector need isolating?” is Yes, the form dynamically exposes “Time the detector will be reinstated”. Otherwise that question never appears.
• Features conditional validation: if “Post-work inspection result” is Signs of heat, smoke or scorching, “Describe what was found” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Post-work inspection result” is Signs of heat, smoke or scorching, the form dynamically exposes “Photograph of the affected area”. Otherwise that question never appears.
• Features conditional validation: if “Are combustible materials within 10 metres?” is Yes, “How the combustibles were protected” becomes mandatory before the form can be sent.
• All 6 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.