Permits

Overview

The permits module allows you to manage applications for permits and can be configured for a wide range of purposes.

The permit system has the following major features:

• A public form can be enabled to allow permit applications from the general public

• Permit documents can be automatically generated as PDFs using a template system

• Permit documents can be emailed to applicants

• The permit is approved with a date range and optionally special conditions

• The permit is automatically tracked as the approval date ranges are met, to automatically track permits as they progress through the states

A variety of permits can be created by adding them to the “Permit Types“ lookup category.

Each permit has sections for:

• Applicant contact details — first name, last name, phone, email, etc.

• Permit application — desired start and end dates, reason for the permit.

• Agreement to terms

Once approved, the permit contains actual start and end dates that are set by the permit coordinator.

Access

Permits must be enabled within the current event. It is best practice for your system to have a standing Event for Permits for each year.

Go on duty as a Permits Coordinator.

Locate the Permits register under Operations > Permits in the menu.

Types of Permits

Public Application Form

Refer to: Managing Events Public Forms

Viewing Permits

Permits are listed in and searchable via the register Datagrid.

To view an existing Permit:

1. Navigate to the Permit register datagrid.

2. Locate the item you wish to view. The register includes filters for Totals, Workflow (New Applications, Permits Issued/Declined, In Progress, Expired, Cancelled or Closed), Preferences (Send by Post, Request Multiple Addresses etc) and Emails

3. Open the item using the ID or Status

4. To return to the Datagrid use the Back button

Permits Settings

The following section outlines the most important settings for managing permits.

Settings may vary depending on the type of permit.

These are submitted via the public form or modified by an authorised officer in Edit mode.

Permit Type

The type of permit you wish to use. This will depend on what types are enabled in your system.

Owner/Applicant Details

Details of the person requesting the permit. Firstname and Last Name, Mobile phone and Email are required.

You will also need to select the preferred method for sending an application (by Email or by Post). You will be able to then more easily find these applications later.

Applicant Property Details

This section enables optional property details to be captured.

Users of the public application form select this as an address, however this can be more precisely defined by an officer in the Location field which enables map entry.

This section also whether the owner's address and whether more than one address is part of the application.

Application Details

The Application Details section requires a Date range applied for. Additional relevant details of the permit depend on the type of permit being applied for.

Acknowledgement

The Acknowledgement section captures terms and conditions for the application.

Workflow

Status

This field is used to manage workflow.

Once a permit has been added to the system, you can change this status to keep track of which stage the permit is at during the process

The key steps in Permit applications are:

• New Application - Newly entered applications

• Permit Issued - Issued permits not yet in their active period require an Approved Start and Completion date. This defines whether a permit is valid.

• In Progress - Permits during their active period. When the Approved Start date is reached, the status will be updated automatically.

• Approved Period Expired - Permits when their active period has ended. When these Approved Completion date is reached, the status will be updated automatically

• Permit Cancelled - Permits cancelled, for example if there are issues with the permit

• Application Closed - typically declined or cancelled permits

• Permit Declined

Assignee

The Assignee is a person (Contact) whose signature appears in the issued permit.

Site Visited

The Site Visited flag enables you to capture whether or not the property was visited for an inspection at some stage during the process.

Tags

Tags can be useful to group contacts and users for later retrieval.

On Call

A user can be marked as On Call. If a user is "on call", coordinators can place them on duty in future events in their matching positions.

Communications Preferences (Individuals only)

The Communications Preferences section is used to determine how communications are received by Contacts and Users.

Contacts can only receive communications if there is a Primary or Secondary Phone entered.

If Receive Communications by SMS is set, then they can receive communications via text message.

If Recieve Communications by Email is set, then they can receive communications via email.

Ideally both are available in case the contact cannot be contacted by one or the other method.

Editing Permits

Permits can be edited from the datagrid.

1. Navigate to the register

2. Locate the item you wish to edit by using the Edit button

3. Make the necessary changes to the settings

4. Save

Adding Permits

To general process to add a Permit is:

1. Click the New Permit button from any screen.

2. Select the Permit Type

3. Enter the Owner/Applicant Details including First Name, Last Name, Mobile Phone Number, Email and Preferred method to send application (Email or Post)

4. Include any optional information such as Location/address in the Applicant Property Details

5. Complete the Application Details including the Requested Start Date

6. Save

Issuing a Permit

To issue a permit:

1. Set the Status to 'Permit Issued'

2. Set the 'Approved Start Date' and 'Approved Completion date'

3. Save

Generating a Permit Document for Print and Post

You can generate a permit document (such as a permit or declined letter) in PDF format.

To do this:

1. Edit any permit with the Status of 'Permit Issued'

2. Check the 'Generate Permit as PDF' box

3. Select a Permit document template from the list (these will need to be pre-configured in the system - see Mail Merge Templates)

Emailing a Permit or Decline

You can Email an electronic permit response to the applicant automatically

To do this:

1. Edit any permit with the Status of 'Permit Issued', 'In Progress' or 'Permit Declined'

2. Check the 'Send generated permit by email now'

3. Save

Recording correspondence

It is recommended to file correspondence in the Permit record including any documents generated by PDF.

You can upload them using the 'Generated Permit and Other Documents' file selector.

Declining a Permit

To decline a permit:

1. Edit any permit you wish to decline

2. Change the status to 'Permit Declined'

3. Enter a Declined Reason

4. You may also wish to generate a letter or email a decline message

5. Save

Setting Up Permits System

The following tasks may be required to setup the permits system:

1. Add an Event with the register Permits added along with the positions of Permit Coordinator (and the Permit Public User position if you wish to receive public submissions)

2. Configure merge templates (under Communications)

3. Configure the Public form and help text

Configuring the Public form

Refer to: Managing Events Public Forms

Enabling permit types on the form

The list of permits is configured from the lookup system under Category of Permit Type. (see Lookups)

When adding these lookups the values must be set to “travel” (for the Permit to Travel) and “burn” (for the Permit to Burn).