Permit to Work Form — shared by the community

Who this template is for

Permit to Work 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 29 questions across 4 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 captures a phone number for urgent follow-up.
• 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 8 questions until they are relevant — shorter forms convert better than long ones.

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 Permit to Work 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 — 8 conditional rules ship with it.

• Features advanced show logic: if “Hazard classes involved” includes Hot works, the form dynamically exposes “Fire watch duration after work ends (minutes)”. Otherwise that question never appears.
• Features advanced show logic: if “Hazard classes involved” includes Hot works, the form dynamically exposes “Fire extinguisher provided at the work area”. Otherwise that question never appears.
• Features advanced show logic: if “Hazard classes involved” includes Confined space entry, the form dynamically exposes “Atmospheric test readings”. Otherwise that question never appears.
• Features advanced show logic: if “Hazard classes involved” includes Confined space entry, the form dynamically exposes “Standby person outside the space”. Otherwise that question never appears.
• Features advanced show logic: if “Hazard classes involved” includes Work at height, the form dynamically exposes “Access equipment being used”. Otherwise that question never appears.
• Features advanced show logic: if “Hazard classes involved” includes Electrical work, the form dynamically exposes “Isolation point and lock reference”. Otherwise that question never appears.
• Features conditional validation: if “Has the work been completed?” is Yes, “Actual finish time” becomes mandatory before the form can be sent.
• Features conditional validation: if “Has the work been completed?” is Yes, “Isolations removed and area left safe” becomes mandatory before the form can be sent.
• All 8 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.