1. Overview
Authorisations are issued to individuals working for a utility company to confirm they have the correct skills, training, and approval to carry out defined tasks or access specific areas within the network. These authorisations ensure that work on critical infrastructure – such as substations, overhead lines, underground assets, switching equipment, or highrisk operational tasks – is performed safely, competently, and in line with regulatory and company standards.
Because the work involves significant operational and safety risks, authorisations are tightly controlled. They ensure that only qualified and approved personnel are permitted to undertake specialist duties, preventing accidents, service disruption, or unauthorized access. Authorisations help maintain:
Safety – ensuring only competent individuals perform highrisk operational tasks (e.g., switching, isolations, inspections).
Compliance – demonstrating that staff meet required training, competency, and regulatory standards.
Operational efficiency – enabling authorised personnel to carry out essential work without delays or additional approvals.
Security & access control – preventing unapproved staff from entering restricted sites or performing tasks beyond their clearance level.
Accountability – tracking who is authorised to do what, when their authorisation expires, and what evidence supports their approval.
Authorisations typically consist of two components:
Authorisation Certificates – formal documents confirming a person’s approved tasks, access levels, and any conditions.
Authorisation Codes – the internal codes that represent these permissions and make them easy to track, audit, and manage within the system.
Together, these ensure that the right people have the right permissions at the right time – supporting safe, compliant, and efficient operations across the utility network.
2. Authorisation Dashboard
The Authorisation Dashboard gives you a quick overview of all upcoming and recently issued authorisation codes across your workforce.
Review authorisation codes that are expiring soon.
See a count of expired codes and upcoming expiries, so you can address gaps before they become issues.
Scroll down to view a list of authorisation codes that need attention, including expiry dates, assigned profiles, and associated roles.
Use this page to stay ahead of compliance requirements and ensure all staff maintain valid and uptodate authorisations.
3. Creating Authorisation Code
A. Open the navigation on the left and click Account Settings, Data Management, Product Catalogue
B. Click on Add Product Catalogue Item on the right-hand side
C. Select Type as Authorisation Code
D. Fill in the following fields:
Name – Authorisation Code Name
Status – Change to Active
Authorisation Code – Authorisation Code Number
Authorisation Category – select Competency or Substation
Competency = person is trained and authorised to perform specific tasks
Substation = person is authorised to enter a specific substation or group of substations
Set Expiry Interval
Add Prerequisites (if required)
E. Click Save and add requirements OR Save changes
Choosing to add requirements will add requirements for a user to complete for workbooks
F. Save changes will take the Admin to this screen (Admin can add requirements here):
G. Save and add requirements will take the user to this screen
*Note: This is used so users assigned with a Supervisory code on their account, route through the Workbook Workflow. However, requirements can be added to an authorisation code at ANY time
An admin can complete this action until all requirements for the authorisation code are listed.
Complete Requirement Name
Complete Description
Complete Quota (number of times user to upload evidence to fulfil requirement)
Click SAVE
H. User will be able to view authorisation codes that have requirements linked to that specific code
4. Modifying Authorisation Code
A. Open the navigation on the left and click Account Settings, Data Management, Product Catalogue
B. Select appropriate authorisation code by clicking on the “Edit” button
C. Here, users can change Status, Authorisation Category, Expiry Level, Prerequisite and Requirements
D. Once appropriate updates have been made, click Save changes
5. Adding Authorisation Code to Profile
A. Open the navigation on the left and click 'User Management', then click 'Profiles'
B. Select Authorisation Certificates section on profile (OR click on left navigation pane and click on Authorisation)
C. Click on the “Plus” sign
D. Complete the Authorisation Code information & click Save Changes
E. Authorisation Code will appear on user’s profile
*Note: Authorisation codes CAN be modified, however, a new authorisation certificate will have to be generated once code is modified on an individual’s profile
When selecting the Authorisation code, all information will auto fill (expiry date based on today’s date, description, etc.) – user needs to confirm if supervision should be added (i.e. Workbook requirements/evidence needs to be submitted) and if dates are correct.
Supervision required:
6. Modifying Authorisation Code on Profile
*Note: Changes may be required on users profiles based on incidents or training that may need to be obtained (specifically in renewing, revoking or suspending authorisation codes)
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. Select Authorisation Certificates section on profile
c. Click on the Edit icon on the specific authorisation code
d. Click and update the Approval Status (or user can modify dates, modify supervision required, archive the authorisation code, add prerequisites)
e. Click Save changes
7. Adding an Authorisation Certificate to Profile
*Note: Any changes to the authorisation codes, archiving a previous or adding an active code, will appear on a newly generated Authorisation Certificate
a. Open the navigation on the left and click 'User Management', then click 'Profiles'
b. Select Authorisation Certificates section on profile
c. Click on the “Plus” button
d. Select the appropriate issue date, sign the authorisation and hit Sign
*Note: Users can save signatures for future use
Users can compare the two authorisations on the account – see the most recent authorisation is updated with the most up to date information based on an auth code being archived.
View certificate:
8. Withdrawing a Certificate
Withdrawing a certificate on a profile may be critical due to an incident or outdated training.
a. Click Withdraw on the authorisation certificate you need to withdraw
b. Confirm Withdrawal
c. Authorisation codes are archived and the authorisation certificate is withdrawn
