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.
Most organizations think digitizing PTW means converting their paper forms to PDFs. But the real challenge goes much deeper:
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
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
Complete traceability from initiation to closure
Digital signatures with timestamp verification
Integration with broader safety management systems
Mobile access for remote locations with limited connectivity
QR code scanning for quick permit verification
Real-time updates and deviation reporting
Our PTW application addresses these challenges through a comprehensive approach that goes far beyond simple form digitization.
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
Our system is built on eight master data models that capture the full complexity of industrial operations:
Department Master - Business units and their specific safety requirements
Contract Master - Approved vendors with their safety certifications
Worker Master - Personnel authorizations and competency tracking
Site Master - Location-specific hazards and control measures
Activity Master - Work types with associated risk profiles
Equipment Master - Tools and machinery safety protocols
Safety Measures Master - Standardized control requirements
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.
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
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
Our system manages the complete permit lifecycle through five standardized steps:
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.
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.
Once approved, a digitally signed permit is generated with embedded QR codes for field verification. All stakeholders receive automated notifications with permit details.
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.
Comprehensive closure checklists ensure proper completion, while extension capabilities handle work that runs longer than planned with complete audit trails.
The results from our oil and gas implementations speak for themselves:
40-50% reduction in permit processing time
60% faster approval cycles through automated routing
90% improvement in audit success rates
$2-5M annual savings in large enterprises
15-20% improvement in planned maintenance efficiency
$5-15M value in production uptime
Organizations typically struggle with three types of PTW solutions:
Require IT involvement for every change
Months-long modification cycles
Poor mobile experience
High maintenance costs
Generic workflows that don't fit industrial complexity
Limited customization options
Vendor lock-in for modifications
Backend repositories, not field-optimized tools
Poor user experience for frontline workers
Inflexible workflow engines
Limited mobile capabilities
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
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
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.
Ready to move beyond paper permits and email approvals? Here's how to begin:
Map your existing PTW processes and pain points
Identify key stakeholders and approval hierarchies
Document compliance requirements and audit needs
Establish baselines for approval times and safety performance
Set targets for compliance rates and operational efficiency
Plan measurement strategies for ROI demonstration
Choose one permit type or location for initial implementation
Focus on proving value before scaling
Gather user feedback and refine processes
Expand to additional permit types based on pilot success
Add integration points with existing systems
Extend to additional sites and user groups
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
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.