What is a temporary authorisation?
A temporary authorisation is a one-off approval record that allows you to grant (or restrict) access for one of your contractor's resources during a specific period, regardless of their overall documentation status.
It is mainly used in two scenarios:
Granting exceptional access to a resource whose current status is Not allowed (due to pending, expired, or rejected documentation), when an operational urgency or emergency requires it.
Restricting access to a resource that would normally be permitted — for example, due to operational or disciplinary reasons.
⚠️ Important: a temporary authorisation is an exception to the normal documentation compliance flow. It does not replace the contractor's obligation to provide the required documentation; it only enables access for the period you specify.
How to create a temporary authorisation
Follow these steps:
In the left-hand menu, click on "Access".
Inside the Access section you will see several tabs. Click on "Temporary authorisations".
In the top-right corner, click the "+ Add authorisation" button.
The "Add temporary authorisation" form will open. Fill in the following fields:
Authorisation name: a descriptive title to help you identify it later (e.g. "Urgent access Juan Pérez – plant repair").
Contractor: select the contractor company the resource belongs to.
Resource type: indicate whether it is an employee, vehicle, machinery, or equipment.
Resource: select the specific resource you want to authorise.
Site: the facility they will be able to access.
Authorisation value: select Allowed to grant access or Not allowed to restrict it.
Start date and End date: the period during which the authorisation will be active.
Reason: the reason why you are generating this temporary authorisation.
To save, click the "Add" button in the bottom-right corner of the form. The authorisation will be recorded in the list with your user as the Authoriser, visible for subsequent auditing.
ℹ️ Please note: the "Authorisation value: Not allowed" option is useful when you need to temporarily block a resource that, based on their documentation, would otherwise have access — for example, in the event of an operational or disciplinary issue.
How to view and manage existing authorisations
From the same "Access > Temporary authorisations" tab you can view all created authorisations. The list shows the Authorisation name, Resource, Contractor, Authoriser (who created it), Site, Authorisation value, Start date, End date, Status, and Actions.
To filter the list, use the top filters by Authorisation, Contractor, Resource type, Resource, or Authorisation value. Click "View more filters" to narrow the search further.
If you need to download the full list, use the "Export" button in the top-right corner.
When does the authorisation expire
The authorisation is automatically deactivated when the end date you specified is reached. From that point, the resource returns to the status that corresponds to their documentation: if they still do not meet the requirements, they will once again appear as Not allowed.
ℹ️ Please note: from the "Access control" tab you can activate the filter "Show only accesses expiring in 15 days" to get ahead of temporary authorisations that are about to expire.
Need help?
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