General Permit Questions
Q: What is the Permits Module used for?
A: The Permits Module allows departments to create, issue, manage, and track permits for activities such as construction, operational processes, special events, and other activities requiring fire department approval.
Q: Where can I view existing permits?
A: Navigate to Permits > Permit List to view and manage permits. Permits may also be accessed through associated occupancy records or inspections.
Q: Why do some permits display an orange exclamation mark in the Permit List?
A: The orange exclamation mark indicates that information has changed since the permit was issued. This may include updates to the associated occupancy record or changes to the Contacts list.
Helpful Article: Exclamation Point (!) – Permits Landing Page
Q: Can multiple permits be associated with the same occupancy?
A: Yes. Multiple permits can be associated with an occupancy to track different activities, operational requirements, or permit types.
Q: Can I create a permit without an existing occupancy or traditional street address?
A: Yes. First Due supports location-independent permits using the Standalone, Pre-Development, and Special Event location modes. These allow departments to issue permits without requiring a traditional occupancy address.
Creating and Managing Permits
Q: How do I create a new permit?
A: Navigate to Permits > Permit List, select the option to create a new permit, choose the appropriate Permit Type, complete the required information, and save the permit.
Helpful Article: Creating a New Permit
Q: What is the difference between a Permit Type and a Permit?
A: A Permit Type defines the configuration, required information, fees, forms, and workflows for a particular permitting activity. A Permit is the individual record created using that configuration.
Q: Can I edit a permit after it has been created?
A: Yes. Users with the appropriate permissions can edit permit information. Available editing options may depend on the permit's current status and department configuration.
Q: How do I approve multiple permits added during an inspection without opening each permit individually?
A: Navigate to Inspections > Inspection Setup > System Options and enable When adding a new permit, take the user to the "Edit Permit" screen. When this option is disabled, users can avoid automatically opening the Edit Permit screen after each permit is added, allowing them to continue adding permits. The permits can then be reviewed and approved through the applicable workflow.
Helpful Article: Inspection Record – Adding Permits
Q: Can a permit be associated with an inspection?
A: Yes. Permits can be associated with inspections to document compliance requirements, inspection results, and activities related to the permit.
Q: Can permits be renewed?
A: Permit renewal workflows depend on the Permit Type configuration and the department's established procedures.
Permit Types and Configuration
Q: Where do I create or edit Permit Types?
A: Navigate to Permits > Permit Types and select the option to create a new Permit Type or edit an existing one.
Q: What location modes are available when configuring Permit Types?
A: First Due supports the following location modes:
Standard: Permits associated with a traditional street address.
Standalone: Permits associated with a unit or space.
Pre-Development: Permits for projects that may use a parcel number or GPS location before a physical address is assigned.
Special Event: Permits for temporary events or activities.
Q: How do I add custom data fields to a Permit Type?
A: Navigate to Permits > Permit Types, create or edit a Permit Type, and select Custom Data Fields. Click Add Custom Data Field, enter the field title and question, and select the appropriate field type. Available field types include free text, multi-select, numeric, single-select, date, rich text, time, Yes/No, checkbox, and currency.
Helpful Article: Permit – Add Custom Data Fields
Q: What is the difference between the Field Title and Question when configuring custom data fields?
A: The Field Title identifies the field when adding it to a permit form. The Question is the information displayed to the user when completing the permit.
Q: Can a Permit Type include required questions or additional information?
A: Yes. Custom Data Fields allow departments to collect information specific to a Permit Type. The available configuration options determine how information is collected and validated.
Q: How do I issue a permit for only one day with a start and end time?
A: Create a Permit Type for the activity and set the Duration to 0 days. Add separate Start Time and End Time Custom Data Fields, then include those fields on the associated permit form. When creating the permit, verify the duration and complete the applicable time fields.
Helpful Article: Creating a New Permit
Permit Forms and Documents
Q: Can I customize the appearance of a permit document?
A: Yes. The Permit Form Builder allows departments to create and customize permit documents using available form components.
Q: Where can I create or edit a permit form?
A: Navigate to Permits > Form Builder List and select the option to create a new form or edit an existing form.
Q: How do I add a Custom Data Field to a permit form?
A: First, create the Custom Data Field within the appropriate Permit Type. Navigate to Permits > Form Builder List and open the form. Add a Text or Table component using the plus sign, then select the Add Custom Data Field option within the component settings. Choose the appropriate field from the list.
Important: Ensure the selected Custom Data Field belongs to the correct Permit Type so the expected information appears on the permit document.
Q: Can different Permit Types use different permit forms?
A: Yes. Departments can create separate permit forms and associate them with the appropriate Permit Types.
Q: Can permit documents be emailed or printed?
A: Yes. Permit documents can be generated for distribution through supported email and printing workflows.
Q: Can departments provide permit conditions or additional instructions to applicants?
A: Yes. Departments can provide supporting documents outlining permit conditions, restrictions, responsibilities, and other information relevant to the permitted activity.
Business Portal and Community Connect
Q: Can businesses apply for permits online?
A: Yes. Departments can configure eligible Permit Types to accept applications through the Business Portal.
Q: Can residents request permits through Community Connect?
A: Permit availability through Community Connect depends on the department's portal configuration and the supported permit workflows.
Q: Can applicants upload documents when submitting a permit application?
A: Yes. Permit application workflows can be configured to request supporting documentation or attachments.
Q: Can businesses apply for permits that do not have a traditional street address?
A: Yes. Supported location-independent Permit Types allow applicants to submit applications for Standalone, Pre-Development, and Special Event permits.
Q: Can an existing business be associated with a permit application?
A: Yes. The Business Lookup functionality allows users to search for an existing Business Portal business by name, address, or email and associate it with a supported permit record as a Business contact.
Q: Can applicants receive notifications when their permit status changes?
A: Yes. Departments can configure status-change email notifications within the Permit Type > Options settings for supported permit workflows.
Permit Fees and Invoicing
Q: Can fees be associated with a Permit Type?
A: Yes. Permit Types can be configured with applicable fees and invoicing settings.
Q: Can an invoice be created directly from a permit?
A: Yes. Invoices can be created and associated with permits through supported invoicing workflows.
Q: Can applicants pay permit fees online?
A: Yes. Departments using the applicable e-Payments functionality can allow applicants to pay permit-related invoices electronically.
Q: Can permit fees be calculated using information entered by an applicant?
A: Yes. Supported permit fee formulas can use numeric Custom Data Fields to calculate fees based on submitted information, such as the number of sprinkler heads.
Q: Can invoices be created for location-independent permits?
A: Yes. Invoicing is supported for Standalone, Pre-Development, and Special Event permits.
Troubleshooting
Q: Why can't I access the Permits Module?
A: Your assigned role may not include the necessary permissions. Contact your department's First Due administrator to review your access.
Q: Why can't I create or edit a Permit Type?
A: Verify that your assigned permissions allow you to create or modify Permit Types.
Q: Why isn't a Custom Data Field appearing on my permit form?
A: Verify that the Custom Data Field was created within the correct Permit Type and added to the permit form using the appropriate form component.
Q: Why isn't a permit available through the Business Portal?
A: Review the Permit Type configuration to verify that the appropriate portal settings are enabled and the Permit Type is available for online applications.
Q: Why isn't a permit fee being calculated correctly?
A: Review the associated fee configuration, applicable formula, and any Custom Data Fields used in the calculation. Verify that numeric fields contain the appropriate values.
Q: Why isn't an applicant receiving permit status notifications?
A: Review the notification settings within Permit Type > Options and verify that the applicant's email address and applicable notification configuration are correct.
Q: Why isn't an inspection available for a permit?
A: Verify that the appropriate Inspection Type is configured and that the inspection can be associated with the permit's location mode and workflow.
Q: Who should I contact if I cannot resolve a permit issue?
A: Contact your department's First Due administrator or First Due Support for additional assistance.