Permit control, from gate to sign-off.

Use this guide when you already know which permit process your organisation follows, and need to know how to complete that process in Orchestrate. It does not replace your local permit policy, risk assessment, method statement, induction or site rules.

By the end of this guide you will be able to

• Log in to Orchestrate using a password, SSO or the QR-code login flow.
• Open Permit to work from the Home page.
• Find, review, authorise, issue, check and close permits as a site operative or manager.
• Present a permit, upload required data and check people in and out as a contractor operative.
• Recognise when a permit must not be issued, continued or closed.
• Sync permit activity back to Concerto before leaving site.

1.1 Install and open Orchestrate

1. Open your app store. Use the App Store on iOS or Google Play on Android.
2. Search for Concerto Orchestrate and install it. The publisher is Bellrock.
3. Open the app. The app starts first-run onboarding before sign-in.

1.2 First-run onboarding

The first time you open Orchestrate, the app asks for the permissions it needs. You can change these later in your phone's Settings, but granting them now avoids interruptions at the gate or work area.

1. Camera. Required for scanning QR codes, photographing permit evidence and capturing documents. Tap Allow.

   [Screenshot: Onboarding — Camera permission]

2. Location. Used to confirm site attendance and support check-in. Choose While using the app.

   [Screenshot: Onboarding — Location]

3. Notifications. Lets Concerto alert you to permit updates, rejected information and site messages. Recommended.

   [Screenshot: Onboarding — Notifications]

4. Biometric sign-in. Enable Face ID, Touch ID or fingerprint so you do not need to retype your password every time. Optional but recommended.

   [Screenshot: Onboarding — Biometric]

1.3 Logging in

You will need three things from your manager or administrator: a URL for your organisation's Concerto, a login name and a password.

1. Enter the URL. Type it exactly as supplied. The app checks it and shows a green tick when it is valid.
2. Enter your login name. This is usually your work email address or a short user code.
3. Enter your password. Tap the eye icon to reveal it if you need to check what you have typed.
4. Tap Login. You may see "Concerto is warming up. This may take a little longer than usual." This is normal the first time of the day.

If your organisation uses single sign-on

Tap Sign in with SSO instead of entering a password. You will be taken to your organisation's sign-in page; finish there and you will be returned to Orchestrate.

If your device was pre-configured

Tap Scan QR code on the login page and point the camera at the QR code your administrator has provided. The URL and login name fill in automatically.

Multi-factor sign-in — Login with a QR code

If your organisation requires multi-factor authentication, the simplest way to sign in is with the QR code flow shown on the Login page. Use the Concerto website to generate a QR code, then scan it from the app.

1. Log in to the Concerto website. Open the website on a desktop or laptop and sign in with your credentials.
2. Click your initials. Find your initials or profile image in the top right of the home page.
3. Click "Scan to Login to App". Select the button from the dropdown menu. A QR code appears on the web page.
4. Scan the QR code. On your phone, tap Scan QR code on the Orchestrate Login page, then point your camera at the QR code on the web page. You are signed in.

Forgotten password

Tap Forgotten password? on the login page, enter your URL and login name, then tap Reset Password. You will receive an email with instructions.

Accepting the Terms and Conditions

The first time you log in, you may be asked to read and Accept the Concerto Terms and Conditions. You will only see this again if the terms change.

1.4 The Home page

After logging in you land on the Home page. You will only see the tiles your role has access to. For this guide, the only tile you need is Permit to work.

The top bar

• "Orchestrate" wordmark — shows you are on the Home page.
• Sync spinner — turns when Orchestrate is sending or receiving data.
• Messages — opens messages from your office or site team.
• Avatar / menu — your profile, settings, help and sign-out.

1.5 Open Permit to work

1. From Home, tap Permit to work. The Permit to Work landing page opens.
2. Check the tabs or filters at the top. Your organisation may group permits by status, site, contractor, date or action required.
3. Use search if you know the reference. Search by permit number, site, contractor name or work area, depending on what your configuration supports.

What you need

Status words you may see

Your organisation can configure permit statuses. The wording may differ, but most processes use a version of this flow:

3.1 Find the permit

1. Open Permit to work. Start from Home and tap the tile.
2. Choose the right list. Look for permits awaiting review, awaiting authorisation, ready to issue or active on site.
3. Search or filter. Use the permit reference, contractor, site, work area or date to narrow the list.
4. Tap the permit row. The permit detail page opens.

3.2 Review the permit

Review the permit before you authorise or issue it. The detail page should give you enough information to decide whether the work is correctly controlled.

1. Read the work summary. Confirm the site, location, work description, contractor and planned time window.
2. Check the permit type and controls. Make sure the permit category matches the work and that required controls are listed.
3. Review hazards and isolations. Check asbestos, fire, electrical, confined-space, roof-access or other site-specific warnings where relevant.
4. Open attachments. Review RAMS, insurance, method statements, accreditations, induction records or photos if they are required.
5. Check mandatory fields. Orchestrate will usually block progress if required data is missing. Treat missing data as a process issue, not a formality.

3.3 Authorise a permit

1. Open a permit that is ready for review. Check it from top to bottom first.
2. Tap Authorise or the equivalent action. The action may be in the page footer or an actions menu, depending on your configuration.
3. Complete any authorisation questions. These may confirm isolations, risk controls, site readiness or named responsible people.
4. Add comments if needed. Use comments to record conditions, limits or why you have approved with a specific restriction.
5. Confirm the action. The permit status updates and syncs back to Concerto.

3.4 Issue a permit

Issuing is the point where the permit is handed to the contractor for controlled work. Only issue it when the contractor, location and site conditions match the permit.

1. Open an authorised permit. Confirm the permit is still within its planned date and time window.
2. Check the contractor and people. Confirm the operative or team presenting on site matches the permit.
3. Review final conditions. Confirm any isolations, access restrictions, PPE or supervision arrangements are in place.
4. Tap Issue. Complete any final questions, signature prompts or acknowledgements.
5. Confirm the status. The permit should move to Issued, Active or the equivalent live status.

3.5 Check permit progress

1. Open the active permit. Use the active list, search or site filter.
2. Check the activity history. Look for authorisation, issue, contractor upload, check-in and check-out entries.
3. Review newly uploaded evidence. Open photos, documents or answers submitted by the contractor.
4. Act on warnings. Missing evidence, expired time windows or rejected uploads should be resolved before work continues.

3.6 Check people in and out

Use check-in and check-out to keep the site record aligned with who is present under the permit.

1. Open the permit. Confirm it is the right permit for the people at the gate or work area.
2. Open the people or attendance section. The label may be People, Attendance, Check in or similar.
3. Confirm each person. Check names, company and any mandatory accreditation or induction requirements.
4. Tap Check in. Confirm the prompt. The app records the attendance time.
5. At the end of the visit, tap Check out. Confirm everyone has left the controlled area before closing the permit.

3.7 Close or complete permit checks

1. Open the active permit. Check the work status and attendance first.
2. Confirm the contractor has handed back the permit. The contractor should have checked out and uploaded final evidence where required.
3. Complete close-out questions. These may confirm the work area is safe, isolations are restored, waste is removed, alarms are reinstated or the site is secure.
4. Add final comments or photos. Record anything useful for audit or follow-up.
5. Tap Close, Complete or the configured close-out action. Confirm the status changes to closed or complete.

4.1 Present a permit

1. Open Orchestrate and log in. Use biometrics if you have already set them up.
2. Tap Permit to work. Open the permit area from Home.
3. Find the permit. Search by reference, scan the permit QR code if provided, or use the list of permits assigned to you or your company.
4. Open the permit. Show the site operative or manager the permit detail page if asked.

4.2 Read and accept conditions

1. Read the permit summary. Confirm the site, work area, task, date and permit type match the job you are about to do.
2. Read the conditions and controls. Pay attention to isolations, restricted areas, hot-work controls, PPE, supervision, time limits and emergency arrangements.
3. Raise any mismatch immediately. If the permit does not match the work, do not proceed. Speak to the site contact.
4. Tap Accept or complete the acknowledgement. This records that you have read and accepted the permit conditions.

4.3 Upload required data

The permit may ask you to upload evidence before it can be issued, while work is active, or before it can be closed.

1. Open the evidence, documents or questions section. The label depends on how your permit template has been configured.
2. Answer required questions. Complete all mandatory fields. Required fields are usually marked and will block submission if empty.
3. Attach photos or files. Use the camera for live photos, or choose an existing file if your device and policy allow it.
4. Check image quality. Make sure text is readable, the full document is visible and the photo proves what it needs to prove.
5. Tap Save, Upload or Submit. Wait for the app to confirm the evidence has been saved or queued for sync.

4.4 Check in to site

1. Open the permit attendance section. This may be called Check in, Attendance or People.
2. Select yourself and your team members. Add or confirm names if the permit allows it.
3. Confirm any required declarations. You may need to confirm induction, PPE, RAMS, emergency arrangements or site rules.
4. Tap Check in. The app records the time and, where enabled, the location.
5. Confirm the permit shows you as checked in. If it does not, speak to the site contact before starting work.

4.5 Check out and hand back

1. Stop work safely. Leave the work area safe and follow the permit conditions for handback.
2. Upload final evidence if required. Add photos, readings, completion notes or handback documents.
3. Open the attendance section. Select yourself and any team members leaving site.
4. Tap Check out. Confirm the prompt so the site record shows you have left.
5. Tell the site contact the work is ready for close-out. The site operative or manager may need to inspect and close the permit.

4.6 Fix missing or rejected information

1. Open the permit. Look for a warning, rejection reason or required action badge.
2. Read the reason carefully. It may name the missing document, unclear photo, expired accreditation or incomplete answer.
3. Replace or add the information. Upload a clearer file or complete the missing field.
4. Submit again. Wait for the status to update or for the site team to review it.

When not to issue or continue a permit

• The permit location, task, date or people do not match the work being requested.
• Required evidence is missing, expired, unreadable or rejected.
• The required isolation, access control, PPE, supervision or emergency arrangements are not in place.
• A required authorised person is unavailable.
• The permit has expired, been suspended or been superseded by a new permit.
• Conditions have changed on site since the permit was authorised.

Evidence quality

What to expect

• Sync runs in the background whenever the device has a connection.
• The sync spinner in the title bar shows Orchestrate is talking to Concerto.
• Saved locally means the device has the update but Concerto may not have it yet.
• Sent, synced or no warning means the record has normally reached Concerto.

Before you leave site

1. Open the permit list or permit detail page. Check for any warning badges or pending uploads.
2. Tap the sync button if available. Wait for the spinner to finish.
3. Open the permit again. Confirm the latest status, attendance and evidence are visible.
4. Resolve any failures before leaving. If you cannot resolve them, tell the site contact or manager while you are still on site.

Site operative / manager daily flow

1. Open Orchestrate and log in.
2. Tap Permit to work.
3. Review permits awaiting authorisation or issue.
4. Check scope, people, evidence, hazards and controls.
5. Authorise only when the permit is correct.
6. Issue only when the site and contractor are ready.
7. Check people in and monitor active permits.
8. Check people out, confirm handback and close the permit when safe.
9. Sync before leaving site.

Contractor operative daily flow

1. Open Orchestrate and log in.
2. Tap Permit to work.
3. Find or scan the permit.
4. Read the permit conditions and check the details match the job.
5. Upload required evidence and complete required questions.
6. Check in before starting work.
7. Work within the permit limits.
8. Upload final evidence, check out and hand back to the site contact.
9. Sync before leaving site.

Common actions

If you need help, provide enough detail for someone else to find the permit and understand the problem quickly.

• Your site contact or manager — for whether work should proceed, whether a permit can be issued, or whether a person can remain on site.
• Your Concerto administrator — for missing tiles, permissions, locked accounts, role setup and permit template configuration.
• Bellrock Service Desk — for app faults that cannot be resolved by your manager or administrator.

Information to include

• Permit reference.
• Site and work location.
• Your login name and company.
• The action you were trying to complete.
• The exact warning or error message.
• Whether the device had signal and whether sync had completed.