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Knowledge Center

Documenting a Plan Review for a Permit

Purpose Statement

This feature enables Fire/EMS personnel to properly document plan reviews as part of the permit issuance process. Plan review documentation ensures regulatory compliance, creates an audit trail for permit activities, and streamlines the workflow between plan review completion and permit approval. This process is essential for maintaining accurate records of all review activities conducted during the permit lifecycle.

Background Information

Plan reviews are a critical component of the permit process in Fire/EMS operations, particularly for construction permits, occupancy permits, and fire safety system installations. The plan review documentation feature integrates seamlessly with the permit workflow, allowing reviewers to track review types, completion dates, time spent, and link reviews directly to specific permits. This functionality supports agencies in maintaining compliance with local regulations while providing transparency in the review process. Prerequisites include having Plan Review Types and Permit Type Options properly configured in the system.

Required Permissions

Users must have the following permissions to complete plan review documentation:

  • Permit creation and editing permissions
  • Plan review access and documentation rights
  • Review type assignment capabilities
  • Invoice and inspection linking permissions (if applicable to agency workflow)

Video 


 

Step-by-Step Guide


 

1. Verify Plan Review Types

  1. Navigate to Permits > Plan Review Types
  2. Confirm the desired plan review type (e.g., Tent Plan Review) exists
  3. Ensure the status is set to Active



 

2. Configure Permit Type

  1. Go to Permits > Permit Types
  2. Select the relevant permit type (e.g., Tent Permit)
  3. Review response time settings and adjust if needed
  4. Scroll to Options
  5. Set Allow Plan Reviews to Yes
  6. Select the applicable plan review type(s)
  7. (Optional) Configure inspections, notifications, and contacts
  8. (Optional) Add custom data fields (e.g., “Did you attach the plan?”)
  9. Configure Portal Settings:
    • Allow attachments at time of application
    • Make attachments required if needed
    • Add instructions for applicants
  10. Click Save



 

3. Create a New Permit

  1. Navigate to Permits
  2. Click New Permit
  3. Enter required details (e.g., address, permit type)
  4. Click Create Permit



 

4. Add a Plan Review

  1. Open the permit record
  2. Navigate to the Plan Review section
  3. Enter a description of the project
  4. Click Add Plan Review
  5. Select the plan review type
  6. Assign reviewer (if different)
  7. Enter:
    • Date received
    • Date completed
    • Time spent (hours/minutes)
  8. Click Save



 

5. Manage Plan Review Entries

  1. Edit or delete existing entries as needed
  2. Add additional entries for resubmissions or revisions

 

6. Upload Attachments

  1. Navigate to the Attachments section
  2. Drag and drop or double-click to upload files
  3. Verify documents are attached (recommended for all reviews)



 

7. Complete Additional Fields

  1. Go to Custom Data Fields
  2. Answer required questions (e.g., confirm plan attachment)
  3. Capture signatures if applicable



 

8. Finalize the Permit

  1. Click Save
  2. Choose an action:
    • Approve
    • Reject
    • Close


 

Best Practices

  • Ensure Plan Review Types and Permit Type Options are configured before attempting to document reviews
  • Always verify the correct reviewer is assigned to maintain accountability
  • Document actual time spent on reviews for accurate billing and performance metrics
  • Use consistent review type selections to maintain reporting accuracy
  • Complete all required fields to avoid processing delays
  • Link plan reviews to invoices and inspections as per agency workflow requirements
  • Regularly update review status to maintain real-time visibility of permit progress

Troubleshooting & FAQs

Q: Why can't I see Plan Review options? 

A: Verify that Plan Review Types and Permit Type Options are properly configured in the system setup.

Q: Can I change the assigned reviewer? 

A: Yes, while the system automatically assigns the signed-in user, you can update the reviewer assignment during the documentation process.

Q: What happens after documenting the plan review? 

A: You can continue with the permit workflow, which may include approval/rejection, invoice generation, and inspection scheduling based on your agency's processes.

Q: Is the review time field required? 

A: The total time field is optional but recommended for accurate billing and performance tracking.

Q: Can I add multiple plan reviews to one permit? 

A: Yes, you can document multiple plan reviews for a single permit by repeating the Add process for each review type.