Authorisations and permits
Define your own permit types, let field staff request them from a job, and track validity and expiry in one place.
Rufineous Emmanuel
Last Update a day ago
Permits, clearances and approvals rarely live inside one system — a council grants one, a client emails another. Maliru's Authorizations area tracks them all: what you hold, what's expiring, and what's still waiting on a decision.
Set up your types first
Under Authorizations → Authorisation types, define the kinds of permission your work needs — a road opening notice, a hot works permit, a client access approval. Each type carries its own fields (the same seven types as job fields: text, number, date, dropdown, checkbox, file, link), with any field markable as Required. Ready-made templates are available to start from.
Field staff request from the job
On any job, the Authorizations banner has a Request button. The worker picks the type, fills in the type's fields, adds an optional note for the admin, and hits Send request. Every admin who manages compliance is notified: "Authorization requested: {type} — Requested by {name} for job #{id}."
File fields aren't uploaded by the requester — "the admin attaches this when they action the request" — because the paperwork usually comes back from the authority.
The admin actions it
Requests appear under Awaiting. Since the actual grant usually happens outside Maliru (a portal, a phone call, an email), you record the outcome:
- Grant — set Valid from / Valid until and the permit or reference number.
- Reject — closes the request ("This cannot be undone.").
- Submit — mark it as lodged with the authority while you wait.
- Later: Suspend, Reactivate, Renew or Close, each with an optional reason.
The requester is kept in the loop, and every action lands in the record's Timeline.
Tracking validity
The area's cards give you the live picture: Active, Expiring soon, Awaiting decision, Expired. The table shows each record's kind, authority, job, region, status and expiry (in 12d, or Expired). Filter chips cut to Awaiting, Expiring soon, Rejected and more.
Each record also carries:
- Conditions — a checklist (3/5 met) with evidence attachable per condition.
- Evidence — attach the permit documents (25 MB per file).
- Notes and the full Timeline.
Already hold permits from before Maliru? Use Add to record an existing authorisation with its validity dates, or Import to bring in a spreadsheet of them.
Tip: you'll also see an An authorization was requested / decided notification type under Notification settings → Authorizations & permits, so the right people can follow these without watching the screen.