Every day, Distribution Network Operators (DNOs) and Transmission Network Operators (TNOs) across the UK and Ireland depend on fast-moving teams to keep the lights on. But behind the scenes, outdated processes around paper-based authorisation can play a fundamental part in operational inefficiencies, and essentially slowing everything down.
Too often, qualified workers carry physical cards or folders to prove they’re authorised for the job. That might be fine, until a storm takes down a substation, a last-minute crew swap is needed, or a contractor shows up without the right sign-off. Then the lack of central visibility becomes more than an inconvenience. It becomes a risk.
If you’ve ever scrambled to confirm a worker’s qualifications or tried to audit a site with scattered records, you know how frustrating and risky that can be. In this article, we discuss what a more efficient system looks like and how you can improve safety, speed, and compliance across your network.
The Hidden Risks of Paper-Based Authorisation in the Energy Sector
Authorisation management helps DNOs and TNOs confirm who’s qualified to do what, and where. It’s more than just carrying a card, it’s about having full confidence that your workforce on-site has the right training and approval, exactly when and where it’s needed.
But in many parts of the industry, this process is still stuck in the past. Credentials live in binders, spreadsheets, or badge wallets. Instead of creating clarity, these outdated methods often lead to confusion, delays, and missed details.
When the system meant to protect people and infrastructure starts slowing teams down, the risks grow, and the cracks start to show:
- No Real-Time Oversight: Without a centralised system, it’s hard to know who’s cleared to do what, and where. Managers are left guessing or making calls when they should be acting. In critical situations, that delay adds risk.
- Paper Gets Lost, Damaged, or Forged: Authorisation cards can be forgotten at home, soaked on site, or even tampered with. When credentials aren’t digital, there’s no reliable trail to audit. That’s not just inconvenient, it’s dangerous.
- Contractor Confusion: Contractors are vital, but when each one brings their own tracking method, the result is chaos. Site managers spend too much time chasing paperwork or making assumptions that shouldn’t have to be made.
- Security Weak Spots: Substations and switching stations demand precision. Yet outdated systems make it easy for someone with the wrong, or expired, credentials to slip through. Paper checks just can’t keep up.
Challenges are evolving across the energy sector. Storms are more frequent, and regulators require clear, documented proof, not just good intentions. That’s why more operators are making the switch to digital solutions.
How Digital Authorisation Improves Safety, Speed, and Compliance
Switching to a digital authorisation system does more than tidy up paperwork, it changes how teams operate in the field. It speeds up decisions, tightens security, and takes the guesswork out of compliance.
Here’s what that looks like in real terms:
Instant Verification
When crews are working on high-voltage lines or inside substations, you need to know they’re cleared, right now. With a digital platform, there’s no delay. Supervisors can check authorisation status from a phone or tablet, even while walking the site.
This makes shift changes and emergency deployments faster. It also stops workers from being sent to jobs they’re not qualified for, reducing safety risks. It’s quick, reliable, and removes human error from the equation.
Faster Mobilisation
Speed matters most when networks are down. After storm damage or system failures, Operators need to send the right teams without delay. With digital authorisation, operations teams can filter available workers by location, skill, and certification quickly.
That means faster recovery times and fewer delays caused by waiting to confirm who’s allowed to do what. Some operators now use automated task pairing, where qualified teams are matched to nearby outages based on live data. That kind of speed simply isn’t possible with manual systems.
Better Site Security
Substations and switching stations are high-risk areas, both for safety and national infrastructure protection. Tighter control of who gets access is essential. When authorisation is linked to digital access systems, like gate readers or mobile scanners, only workers with valid, up-to-date clearance can enter.
This reduces the risk of outdated or falsified paperwork slipping through. For example, a TNO could link a digital authorisation system to its access turnstiles. The result? A sharp drop in unauthorised entry attempts and a clearer, more reliable log of who accessed each site and when.
Audit-Ready Records
Compliance checks can happen with little warning. Digital systems make those inspections smoother by keeping records complete, consistent, and easy to retrieve. Instead of pulling files from cabinets or asking team leads to chase documents, managers can export detailed authorisation histories in a few clicks.
Every sign-off is logged with dates, locations, and digital signatures. This doesn’t just make audits easier, it builds trust. Whether it’s internal reviews or external regulators, being able to show proof of compliance quickly helps avoid fines, delays, or shutdowns.
Going digital isn’t just efficient, it’s a better fit for today’s energy demands. These results are already playing out across networks, proving what the right technology can do. That’s where a purpose-built platform comes in.
How HSI Skillko Helps DNOs and TNOs Digitise Authorisation
The challenges DNOs and TNOs face are felt every day on job sites, in control rooms, and during emergency callouts. HSI Skillko was built with these exact issues in mind. Our platform replaces outdated systems with a smarter, more secure way to manage authorisation across your entire network.
With HSI Skillko, you don’t just digitise paperwork, you gain control, clarity, and confidence in your workforce readiness. Here’s how:
- Live Compliance Dashboards: Track authorisation status in real time. Instantly see who’s certified, who’s expiring, and who needs attention, whether they’re a direct employee or a subcontractor. No chasing files. No delays.
- Photo Verification & Digital Sign-Offs: Authorisations are supported by visual proof and timestamped records. No second-guessing if someone is really qualified, they either are or they aren’t. It’s all there in the system.
- Automated Alerts: HSI Skillko takes the guesswork out of renewals. Get notified before qualifications expire so you can stay ahead of training and avoid compliance gaps.
- Customisable Workflows: Your authorisation process is unique, and your system should reflect that. HSI Skillko lets you build and adapt workflows to match internal standards or project needs. No rigid templates. Just the structure that works for you.
- Access Control Integration: Stop unauthorised entry before it happens. Connect HSI Skillko to turnstile and site access systems so only approved, up-to-date workers get access. Easily manage and update this centrally across different sites.
Paper-based, manual methods of managing authorisation no longer meets the demands of modern energy infrastructure. If you’re responsible for safety or operations in a DNO or TNO, this is your moment to take control, before the next outage, audit, or emergency.
Get Visibility Over Who Is Authorised, Trained, And Ready To Work - Anywhere Across Your Network
Trade the paperwork for confidence. Book a short demo and see how digital authorisation can make your teams faster, safer, and fully prepared.
