How Kissflow Transforms Permit To Work (PTW) Processes In Oil & Gas

In the world of oil and gas operations, safety isn't just a priority—it's everything. Yet many organizations are still managing their most critical safety processes, like Permit to Work (PTW), through a dangerous combination of paper forms, email chains, and Excel spreadsheets. This fragmented approach creates blind spots, delays, and compliance gaps that put both people and operations at risk.

At Kissflow, we've developed a comprehensive PTW application that's already transforming how oil and gas companies manage high-risk work activities. From upstream drilling operations to downstream refinery maintenance, our low-code platform delivers the safety controls, traceability, and efficiency that modern industrial operations demand.

The PTW challenge: Beyond simple form digitization

Most organizations think digitizing PTW means converting their paper forms to PDFs. But the real challenge goes much deeper:

Workflow Complexity:

• Different permit types (hot work, electrical, confined space, lifting) require different approval chains

• Risk levels determine routing paths and required certifications

• Site-specific requirements vary across locations and operations

Multi-Stakeholder Coordination:

• Workers, certified reviewers, HSE officers, and site managers all need real-time visibility

• Approval delays cascade through entire project schedules

• Emergency situations require immediate permit suspension capabilities

Compliance and Audit Requirements:

• Complete traceability from initiation to closure

• Digital signatures with timestamp verification

• Integration with broader safety management systems

Field Usability:

• Mobile access for remote locations with limited connectivity

• QR code scanning for quick permit verification

• Real-time updates and deviation reporting

The Kissflow PTW solution: Built for industrial reality

Our PTW application addresses these challenges through a comprehensive approach that goes far beyond simple form digitization.

Intelligent workflow engine

The magic happens in how our system adapts to your specific operational needs:

• Dynamic Form Generation: Fields and dropdown values automatically adjust based on permit type—hot work permits show different safety controls than electrical permits

• Risk-Based Routing: Higher-risk activities automatically route through additional approval layers

• Configurable Approval Chains: Easily modify workflows as your organization structure or safety protocols evolve

Comprehensive master data management

Our system is built on eight master data models that capture the full complexity of industrial operations:

1. Department Master - Business units and their specific safety requirements

2. Contract Master - Approved vendors with their safety certifications

3. Worker Master - Personnel authorizations and competency tracking

4. Site Master - Location-specific hazards and control measures

5. Activity Master - Work types with associated risk profiles

6. Equipment Master - Tools and machinery safety protocols

7. Safety Measures Master - Standardized control requirements

8. Risk Master - Risk assessment matrices and mitigation protocols

This foundation ensures that every permit contains the right safety controls, involves the right people, and follows the right procedures.

Mobile-first field operations

Oil and gas work happens in challenging environments. Our mobile-first design delivers:

• Offline Capability: Create and review permits even without connectivity

• QR Code Integration: Instant permit verification and status updates

• Photo and Video Attachments: Document hazards and safety measures visually

• GPS Tagging: Location-specific permit tracking and compliance

Role-based dashboards that drive performance

Different roles need different insights. Our persona-specific dashboards provide:

For Workers:

• My permit status and upcoming approvals

• Historical permit access for reference

• Quick initiation for routine work types

For HSE Officers:

• Risk trending across permit types and locations

• SLA compliance monitoring with automated alerts

• Incident correlation with permit activities

For Site Managers:

• Real-time operational overview of all active permits

• Resource allocation insights based on pending approvals

• Cross-departmental coordination dashboards

For General Managers:

• Enterprise-wide safety performance metrics

• Comparative analysis across sites and contractors

• Regulatory compliance reporting

The five-step PTW lifecycle: Streamlined and traceable

Our system manages the complete permit lifecycle through five standardized steps:

1. Permit request initiation

Workers, contractors, or engineers initiate permits through an intuitive interface that adapts to work type and risk level. The system automatically prompts for required documentation and safety considerations.

2. Stakeholder review

Designated reviewers receive real-time alerts and can access complete permit details on any device. Comments, questions, and clarifications are tracked in a central audit trail.

3. Digital permit issuance

Once approved, a digitally signed permit is generated with embedded QR codes for field verification. All stakeholders receive automated notifications with permit details.

4. Work execution monitoring

Active permits are monitored in real-time with the ability to pause, modify, or escalate as conditions change. Field teams can provide updates and attach evidence throughout execution.

5. Permit closure or extension

Comprehensive closure checklists ensure proper completion, while extension capabilities handle work that runs longer than planned with complete audit trails.

Real-world impact: Why our customers choose Kissflow

The results from our oil and gas implementations speak for themselves:

Operational efficiency:

• 40-50% reduction in permit processing time

• 60% faster approval cycles through automated routing

• 90% improvement in audit success rates

Safety performance:

• 25-35% reduction in work-related incidents
• 30% improvement in external contractor safety
• 60% faster emergency permit suspension capabilities

Business value:

• $2-5M annual savings in large enterprises

• 15-20% improvement in planned maintenance efficiency

• $5-15M value in production uptime

Beyond traditional solutions: Why Kissflow wins

Organizations typically struggle with three types of PTW solutions:

Pro-Code/Custom Systems:

• Require IT involvement for every change

• Months-long modification cycles

• Poor mobile experience

• High maintenance costs

Off-the-Shelf Tools:

• Generic workflows that don't fit industrial complexity

• Limited customization options

• Vendor lock-in for modifications

ERP Modules (SAP, Maximo):

• Backend repositories, not field-optimized tools

• Poor user experience for frontline workers

• Inflexible workflow engines

• Limited mobile capabilities

Kissflow's Low-Code Advantage:

• Time to implement: Weeks, not months

• Workflow flexibility: Drag-and-drop modifications by business users

• Field adoption: Mobile-first design with offline capabilities

• Real-time control: Live dashboards and automated escalations

• Audit & compliance: Complete traceability with exportable reports

Implementation: From demo to production in weeks

One of our biggest competitive advantages is implementation speed. Here's our proven approach:

Weeks 1-2: Configuration and setup

• Map existing approval workflows to system logic

• Configure permit types, risk categories, and safety measures

• Set up user roles, permissions, and notification preferences

• Import master data (departments, workers, sites, equipment)

Weeks 3-4: Testing and refinement

• Pilot testing with select user groups

• Workflow refinement based on real-world feedback

• User training for administrators and end users

• Integration testing with existing systems

Weeks 5-6: Full deployment

• Production rollout with monitoring and support

• Performance optimization based on usage patterns

• Feedback collection for continuous improvement

• Success metrics tracking and reporting

The broader digital operations vision

While PTW is often the starting point, it's just the beginning of your digital transformation journey. Our customers typically expand to create a comprehensive digital operations backbone that includes:

Connected Safety Modules:

• Job Safety Analysis (JSA) integration

• Incident and Near Miss Tracking

• Safety Observation Programs

• Emergency Response Coordination

Operational Workflows:

• Shutdown and Turnaround Management

• Production Loss Reporting

• Equipment Handover Procedures

• Maintenance Deferral Tracking

Compliance and Audit:

• Environmental Monitoring

• Regulatory Reporting

• Contractor Performance Management

• Training Compliance Tracking

This integrated approach creates unprecedented visibility into your operations while maintaining the flexibility to adapt as your business evolves.

Getting started: your path to PTW excellence

Ready to move beyond paper permits and email approvals? Here's how to begin:

1. Assess Your Current State

• Map your existing PTW processes and pain points

• Identify key stakeholders and approval hierarchies

• Document compliance requirements and audit needs

2. Define Success Metrics

• Establish baselines for approval times and safety performance

• Set targets for compliance rates and operational efficiency

• Plan measurement strategies for ROI demonstration

3. Start with a Pilot

• Choose one permit type or location for initial implementation

• Focus on proving value before scaling

• Gather user feedback and refine processes

4. Scale Systematically

• Expand to additional permit types based on pilot success

• Add integration points with existing systems

• Extend to additional sites and user groups

Industry expertise you can trust

Kissflow brings deep oil and gas operational knowledge to every implementation:

• 20+ major energy customers including TotalEnergies, Puma Energy, and McDermott

• Industry-experienced consultants who understand your operational challenges

• Proven track record with 100+ validated use cases across upstream, midstream, downstream, and EPC

• Continuous innovation with upcoming JSA integration and shutdown management modules

The time for digital PTW is now

Every day you delay digitizing your PTW processes is another day of unnecessary risk, inefficiency, and compliance exposure. While others debate digital transformation, you can be implementing it.

Our PTW application is ready for demonstration today. We've already created dedicated environments for sales teams and customer demos, making it easy to see exactly how our solution addresses your specific operational needs.

Ready to see how Kissflow can transform your PTW processes? Contact us today for a personalized demonstration that shows exactly how our platform can address your operational challenges and deliver measurable results.

Stop managing operational risk through email and Excel. Start building your digital operations backbone with Kissflow.

About Kissflow: Kissflow is an AI-powered low-code platform trusted by 20+ major oil and gas enterprises to digitize critical operational workflows. Recognized as a leader in low-code application development by Gartner, Kissflow serves as your digital operations backbone—delivering automation at scale without disrupting core systems. Our PTW application is part of a comprehensive suite of 100+ validated use cases spanning the entire oil and gas value chain.