📘 What is Vigilo?
A digital safety management platform to record, track and close Safety Observations and control high-risk work through Permits to Work (PTW) — replacing spreadsheets and manual follow-ups.
🔍 Safety Observations — Workflow
- Observe — Any user records a hazard with description, severity & photo.
- Assign — Safety Manager assigns an Action Owner and sets a target date.
- Rectify — Action Owner fixes the hazard, uploads a "after" photo and submits.
- Verify — Safety Manager reviews the fix: Approve (closes it) or Reject (sends back for re-work).
- Archive — Closed observations move to the archive for record-keeping.
Severity levels: High · Medium · Low
🪪 Permit to Work (PTW) — Workflow
A Permit to Work is a formal written document that authorises high-risk work. No work should begin until an approved permit is in hand.
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Draft — Requestor creates the permit: work type, location, dates, hazard assessment, risk controls, PPE, isolation requirements and emergency procedure.
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Submit — Requestor submits the permit to the Safety Manager for review.
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Approve / Reject — Safety Manager (or Manager) reviews the permit.
- Approve — Work is authorised. Approved By and timestamp are recorded.
- Reject — Permit is rejected with comments. Requestor must revise and resubmit.
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Activate — Once on-site and ready to start, the Requestor activates the permit. Toolbox talk confirmation and worker count are recorded.
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Close — When work is complete, the permit is closed. Site restoration and final sign-off details are captured.
A permit can also be Cancelled by the Requestor (or Manager) at Draft or Submitted stage if the work is no longer required.
Draft
→
Submitted
→
Approved
→
Active
→
Closed
Work Types requiring a Permit:
🔥 Hot Work
🚪 Confined Space
⚡ Electrical
⛏ Excavation
🏗 Lifting & Rigging
🪜 Work at Height
⚠ Breaking Containment
📋 General High-Risk
👥 Roles & Responsibilities
| Role |
Observations |
Permits to Work |
| Observer |
Reports observations |
Creates & submits permits |
| Action Owner |
Submits rectifications |
Creates & submits permits |
| Safety Manager |
Assigns, verifies & closes |
Approves, rejects & closes permits |
| Manager |
Full access |
Full access, invites users, manages billing |