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Knowledge Center

Create a New Permit

Purpose Statement

The purpose of this article is to guide users through the process of creating and managing a new permit within the First Due platform. This feature enables departments to track permit applications, manage associated contacts, process invoicing, schedule inspections, and ensure proper documentation and compliance.

Background Information

Permits in First Due are used to manage and track regulated activities such as temporary structures (e.g., tents), events, or operational approvals. The permit workflow centralizes all related data—including contacts, plan reviews, invoices, inspections, and approvals—into a single record.

This ensures:

  • Improved operational efficiency
  • Accurate record-keeping
  • Streamlined communication with applicants
  • Better compliance tracking

Required Permissions

To create and manage permits, users typically need:

  • Access to the Permits module
  • Permissions to create/edit permits
  • Permissions to manage contacts, inspections, and invoices
  • Optional: Approval permissions to approve/reject permits

Video

Step-by-Step Guide
 

1. Navigate to Permits

  1. Go to Permits from the main navigation.
  2. Click Permits to access the permit list.
  3. Select New Permit.

 

 

2. Enter Initial Permit Details

  1. Begin typing the address and select from the dropdown.
  2. Set the Application Received Date.
  3. Choose a Permit Type.
  4. Add any relevant notes.
  5. Click Create Permit.

 

 

3. Review and Edit Permit Overview

  • View permit number and status.
  • Use the info panel (“i” icon) for details.

 

 

4. Update Occupancy Information

  • Review pre-filled occupancy details.
  • Make edits if necessary.

 

 

5. Manage Contacts

  1. Add or edit contacts.
  2. Assign Permit Contact or Occupancy Contact.
  3. Enter contact details.
  4. Add vendor contacts if needed.

 

 

6. Complete Plan Review (If Required)

  1. Enter project description.
  2. Toggle plan review requirement.
  3. Add and configure plan review.
  4. Upload attachments.

 

 

7. Create an Invoice

  1. Go to Invoicing.
  2. Click Add Invoice (will take you to an invoice in the invoice module - see KBA on creating an invoice).
  3. Add line items and notes.
  4. Save the invoice.

 

 

8. Schedule an Inspection

  1. Navigate to Inspections.
  2. Click Add Inspection.
  3. Configure details and assign personnel.
  4. Save.

 

 

9. Complete Custom Data Fields

  • Fill out required custom questions.

 

 

10. Capture Signatures

  1. Open Signatures.
  2. Capture and save signature.

 

 

11. Review History and Permit Form

  • Check History tab.
  • Preview permit form.

 

 

12. Send Permit

  1. Click Send.
  2. Confirm recipients.
  3. Include attachments if needed.
  4. Send or print.

 

 

13. Approve, Reject, or Close Permit

  • Approve with dates and comments
  • Reject with reason
  • Close with closure reason

 

 

14. Link Related Records (Optional)

  • Link additional inspections or invoices.
  • Invoices and Inspections created in the Permit are automatically linked.

Best Practices

  • Verify address and contact details before submission
  • Ensure email accuracy for communication
  • Attach all required documentation
  • Complete required fields
  • Review permit form before sending

Troubleshooting & FAQs

Q: Why can’t I select certain inspection types?
A: They are limited by permit type.

Q: Can I backdate a permit?
A: Yes.

Q: Why isn’t my invoice linked?
A: Only invoices created within the permit auto-link.

Q: Can I reassign reviewers or inspectors?
A: Yes.

Q: What happens when I assign a new permit contact?
A: It replaces the existing one.