Permits, RA & toolbox talks

The "Permits, risk assessments & toolbox talks" tool lets you fill in three kinds of form on the phone, sign them on the screen and print them for the file: a permit to work (PTW), a risk assessment (RA) and a toolbox talk (TBT). The precautions and prompts are generic, in SeaReady’s own words; your company’s safety management system (SMS) forms always come first. Use these where the SMS allows a digital copy, or to rehearse what the paper permit asks.

The risk assessment uses a 5 by 5 matrix: you score how likely a hazard is and how bad it would be, before and after your controls, and the form shows the risk band.

Everyone, on every plan including Free. The issuing officer or person in charge fills the form in; everyone involved signs on the same phone. Shared through the ship file on Officer Pro or a ship licence; on Free and Crew it stays on your phone.

1. Open "Permits, RA & toolbox talks" from the Tools page. Under "Start a new form" choose the "Form type" ("Permit to work", "Risk assessment" or "Toolbox talk") and the "Type of work" (Hot work, Enclosed space entry, Work aloft / over the side, Electrical work, or Cold work / general maintenance), then tap "Create".
2. Fill in the top card: "Title", "Location", "Date" and, on a permit, "Valid from" and "Valid to". Describe the job in "Description of the work" (on a toolbox talk, "Job discussed").
3. On a permit, tick the "Precautions": six common checks (risk assessment, toolbox talk, PPE, isolation, communications, bridge or engine room informed) plus the checks for the type of work, such as gas testing and a fire watch for hot work.
4. On a permit or a risk assessment, tap "Add hazard" under "Hazards and controls". Type the hazard, pick the likelihood and severity before controls (1 to 5 each), write the "Controls", then pick the figures after controls. The pills show "Risk" and "Residual" with the band: 1 to 5 low, 6 to 14 medium, 15 to 25 high.
5. On a toolbox talk, write the "Points discussed" (the card lists the usual topics) and add each person under "Attendance" by typing "Name and rank" and tapping "Add".
6. To sign, type the "Name" and "Role", sign with a finger on the pad and tap "Sign" ("Clear" wipes the pad). Set the "Status" to "Draft", "Open / work in progress" or "Closed", and tap "Print" when the file needs paper.

• The form warns under "Check before signing:" when nothing is ticked or no hazard is listed, and asks you to confirm before the signature is taken. Hot work adds its own reminder about the fire, gas-test and area precautions.
• A "Closed" form is locked: fields, ticks and signatures can no longer be changed. Close it when the job is finished and the area handed back. If your SMS uses a different risk matrix, follow your SMS.

• Inspectors read permits for the chain: a risk assessment, a toolbox talk, the precautions ticked, the right signatures, the time window and a closed-out permit. Every box ticked but no hazards listed is a red flag, which is why the page warns before signing.
• They expect the ship to use its own SMS forms. Keep these digital forms where your SMS allows them, or as the rehearsal before the paper permit is written.

• Saved on your phone; works with no signal. On Officer Pro or a ship licence it is part of the ship file: the ship’s phones sync through the SeaReady server over the ship’s Wi-Fi whenever it has internet (VSAT/Starlink) and in port; with no internet, changes are held on the phone until the connection returns. On Free and Crew it stays on your own phone.
• Signatures are pictures saved only on the phone they were drawn on. Other phones that share the ship file see the signer’s name, role and time and the words "Signed on another device". Deleting a signature or a form also deletes its pictures from that phone.
• Printing: unlimited on paid plans, the trial and a ship licence. On the free plan this counts as one of the 3 main prints a month (plus up to 3 earned bonus prints), is watermarked "Made with SeaReady (free)", and the button shows how many are left; signed out, 1 a month on this phone.
• A form created on another phone that has not yet synced shows "This form is not on this device".