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Inspection Record - Adding Permits

Purpose Statement

This article explains how to view, create, edit, and approve permits directly within an active inspection. Managing permits within the inspection workflow streamlines compliance tracking, reduces duplicate data entry, and ensures all permit activity is automatically linked to the inspection record for accurate reporting.

Background Information

The permit management feature within inspections allows fire prevention personnel to handle permit-related tasks without leaving the inspection record. Users can:

  • View all permits associated with an occupancy
  • Filter permits using advanced search options
  • Create new permits during an inspection
  • Edit and approve existing permits

Permits created or updated during an inspection are automatically linked to that inspection, as well as related inspection series when applicable. This ensures complete visibility into permit lifecycle and supports compliance reporting.

Required Permissions

Users must have the following permissions:

  • Inspection Record access
  • Permits Module access
  • Permissions to View, Create, and Edit Permits
  • Permission to Approve Permits (if applicable)
  • Access to Occupancy records

Video

Step-by-Step Guide

1. Access the Permits Section

  1. Open an active inspection.
  2. Navigate to the Permits section.

 

2. View and Filter Existing Permits

  1. Review the list of current and previous permits.
  2. Click Expand to open advanced search.
  3. Apply filters such as:
    • Permit Type
    • Status
    • Status Date Range
    • Occupancy vs Inspection vs Inspection Series
  4. Click Apply to filter results or Reset to clear filters.

 

3. Add a New Permit

  1. Click New Permit (or Add Permit).
  2. Confirm the Address (auto-populated).
  3. Enter the Application Received Date
    • Backdating is allowed if needed.
  4. Select a Permit Type (e.g., Tent Permit).
  5. Enter any relevant Notes.
  6. Click Save.

 

4. Complete and Update Permit Details

After saving, you will be redirected to the permit record:

  1. Complete all required fields.
  2. Update sections as needed:
    • Contacts
    • Review
    • Custom Data Fields
    • Invoices / Inspections
  3. Select an action such as Approve if applicable.
  4. Answer required questions.
  5. Capture Signatures.
  6. Click Submit (if prompted) and Save.

 

5. Return to Inspection

  1. Click Close to return to the inspection.
  2. If prompted (inspection timer enabled), click Confirm to resume.

 

 

6. Verify Permit Linkage

  1. Confirm the permit appears in the Permits section.
  2. Newly created permits are automatically linked to the inspection.
  3. The following statuses will also link permits to the inspection:
    • Renewal Submitted
    • Renewal Resubmitted
    • Renewal Approved

Best Practices

  • Always save the inspection before working in the Permits section
  • Use advanced filters to quickly locate permits in large occupancies
  • Complete all required fields before approving permits
  • Attach contacts for better documentation and communication
  • Review permit history using Inspection Series Permits when applicable
  • Verify permit status before exiting to ensure workflow completion

Troubleshooting & FAQs

Q: Why don’t I see the permits I’m looking for?
A: Use advanced search filters and confirm you're viewing the correct category (Occupancy, Inspection, or Inspection Series).

Q: What happens if I don’t save the inspection first?
A: Data entered above the Permits section may be lost. Always save before proceeding.

Q: Why can’t I approve a permit?
A: You may not have the required permissions. Contact your administrator.

Q: Are permits automatically linked to inspections?
A: Yes. Permits created, submitted, resubmitted, or approved during an inspection are automatically linked.

Q: Can I edit permits from previous inspections?
A: Yes, but changes will apply across all records where the permit is linked.