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Kingston University London
“The project managers can upload projects that are going to happen, so the permit to work team can be aware of upcoming documentation. This improves the speed at which we can process permits by understanding what companies still need to submit.”
Jake Gordon, Health & Safety Officer, Kingston University London
Book a demoHow Kingston University London improved PTW control across four campuses
With over 20,000 students from 140 countries, Kingston University London operates across four campuses: Penrhyn Road, Kingston Hill, Knights Park, and Roehampton Vale. Due to the movement of works across multiple areas and stakeholders, the University requires permit-to-work (PTW) control to be consistent, visible and swift.
Kingston’s adoption of Heresafe was initially driven by a practical necessity. When their previous hosted PTW provider ceased operations, the University had to temporarily implement a manual, in-person permit process to ensure works could continue. Heresafe was ultimately selected by Kingston as the best market option after the Heresafe team successfully demonstrated the product and went on to enable the integration of the new system.
Before Heresafe
With Heresafe
A more manual permit approach reduced forward visibility, increased chasing for missing information and made location selection and oversight harder to keep consistent across the estate.
A hosted PTW process on Heresafe Pro, keeping the permit process familiar while improving visibility, earlier checks and stronger location control through a location tree and parent-location search.
Manual, in-person permit handling created bottlenecks and back-and-forth. Hosted PTW keeps permits and supporting records in one place.Less forward visibility of upcoming works. Projects give earlier visibility of what is coming.More chasing to confirm what documentation was still needed. Clearer visibility of what companies still need to submit supports faster processing.RAMS approval happened later in the workflow. RAMS are approved a few steps earlier in the workflow.Project managers had less direct oversight of their own permits. Project manager accounts to keep track of their own permits.Location selection and oversight could be slow and inconsistent. A location tree provides a clearer structure across areas and sub-areas, and the ability to search by parent location improves speed.Contractor compliance activity sat across manual steps and separate touchpoints. Pro features support a more consistent approach to documents, dashboards, reporting, alerts, inductions and access controls.What changed with Heresafe
Kingston, a large-scale campus estate, uses Heresafe to strengthen its safety and compliance controls. The platform supports the outcomes Kingston needs: stronger visibility across contracted work, more consistent compliance control, less time spent chasing documentation, and clearer oversight for management. While Kingston has access to the full Pro feature set, their most impactful day-to-day use centres on two core modules: Projects and Permit to Work (PTW).
Kingston’s operational approach was to digitise, not reinvent, its established PTW process. The core workflow remains familiar to teams and contractors, with one crucial improvement: Risk Assessment and Method Statements (RAMS) are now approved a few steps earlier in the application process. This change brings a critical compliance check forward, helping identify and resolve safety-critical omissions sooner, rather than at the final stages. By reducing late-stage “loops”, where permits are nearly authorised but must be sent back for corrections, Kingston saves time and avoids last-minute delays.
The Projects module has been instrumental in supporting a shift towards proactive planning and improved visibility. Project managers can upload details of upcoming works in advance, giving the PTW coordination team earlier awareness of what is scheduled to enter the permit pipeline. The module also provides a clear, central view of what is still outstanding for each project, helping the PTW team quickly identify which essential compliance documents are missing from each contracting company. Spotting gaps earlier, rather than days before work begins, improves the speed and predictability of the permit processing cycle.
Given Kingston’s complex campus environment, location management became a major focus area for both the estates team and Heresafe. In response to Kingston’s needs, Heresafe expanded and refined location handling within the platform. This includes the implementation of a location tree structure that organises the estate hierarchically, allowing locations to be managed in a clear and consistent way. A significant usability improvement is the ability to search and filter work by parent locations rather than only by child locations. This enables teams to review activity across a wider area without checking multiple individual sub-locations one by one. The result is faster location selection, reduced inconsistency in location naming, and improved oversight when reviewing and auditing work across operational zones.
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