Purpose Statement

This article explains how to create, edit, or clone a Permit Type within the First Due Permits module. Permit Types define how permits function, including workflows, inspections, billing, automations, notifications, and user portal settings.

This article also covers configuring Location Independent Permits, allowing departments to create permits without requiring a traditional street address or existing occupancy record.

Background Information

Permit Types are foundational to the permitting process in First Due. They determine how permits are categorized, processed, reviewed, approved, and distributed.

Common uses include:

• Creating permit categories such as Tent Permits, Construction Permits, and Operational Permits.

• Configuring renewable permits.

• Associating inspections and plan reviews.

• Establishing billing and payment requirements.

• Automating permit approvals.

• Allowing businesses to apply for permits through user portals.

• Creating permits that do not require a physical address or occupancy record.

Permit Location Modes

When creating a Permit Type, administrators must select the appropriate Location Mode.

Important: Standalone, Pre-Development, and Special Event Permit Types are currently available through the Business Portal only. These Permit Types support invoicing and inspections, but inspections require a corresponding Inspection Type configured for the appropriate Location Mode.

Required Permissions

Users must have appropriate permissions within First Due to:

• Access the Permits module.

• Create and edit Permit Types.

• Configure Forms, Automations, and Notifications.

• Access related configuration settings, when applicable.

Recommended roles include:

• Administrators.

• Fire Prevention Administrators.

• Personnel responsible for managing permit configurations.

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Step-by-Step Guide

Step 1: Navigate to Permit Types

1. Select the First Due icon > Permits > Permit Types.

   

2. Choose one of the following options:

   • Create New Type to create a new Permit Type.

   • Edit (Pencil icon) to modify an existing Permit Type.

   • Clone to duplicate an existing Permit Type and modify its configuration.

Step 2: Complete the Information Tab

1. Configure the following fields:

• Active: Toggle On or Off to control whether the Permit Type is available for use.

• Permit Type Name: Enter a descriptive name (required).

• IFC Permit Class: Select the appropriate classification. Additional classifications can be created through Field Management.

• Workflow Type: Select Project, Standalone, or Renewable.

• Location Mode: Select Standard, Standalone, Pre-Development, or Special Event.

• Default Duration: Enter the permit duration in days or years.

• Inspector Signature Requirements: Select the applicable signature requirement.

• Notes: Enter additional information describing the purpose of the Permit Type.

  

2. Leave the Permit Type Inactive while configuring it if it is not ready for use.

Important: If the Permit Type needs to support renewals, select the Renewable workflow.

Note: Workflow Type and Location Mode are separate settings. Selecting the Standalone workflow does not automatically select the Standalone Location Mode.

Step 3: Configure Location Mode

1. Within the Information tab, locate Location Mode.

   

2. Select the appropriate option:

   • Standard: Requires a traditional street address or occupancy association.

   • Standalone: Used for a unit or space.

   • Pre-Development: Used for projects without an assigned physical address.

   • Special Event: Used for temporary events or activities.

3. Review the available configuration options after selecting the Location Mode.

Important: Selecting Standalone, Pre-Development, or Special Event changes certain available settings, including inspection associations and user portal availability.

These three Location Modes do not require an existing occupancy record or traditional street address.

Step 4: Configure Response Settings (Optional)

1. Open the Responses tab.

2. Toggle Responses to Yes if response deadlines are required.

3. Configure the applicable Business Days to Respond for:

   • Initial submissions.

   • Resubmissions.

   • Other available response stages.

4. If applicable, enable Does Plan Review Inclusion Add Time to Response Deadline.

5. Enter the additional business days allowed for plan review.

Note: If response deadlines are not needed, leave this setting at No.

Step 5: Configure Options

1. Open the Options tab.

2. Configure the following settings as needed:

• Allow Plan Reviews: Enable and select the Plan Review Types available for this Permit Type.

• Allow Inspections: Enable and select the Inspection Types associated with this Permit Type. Multiple Inspection Types can be selected.

• Billing: Enable billing if invoices will be associated with permits or inspections.

• Notify Permit Contact on Status Change: Enable notifications when permit statuses change.

• Notify Permit Contact on Status Change for Portal Submissions: Configure status change notifications for permits submitted through user portals.

3. Review the selected options before proceeding.

Important for Location Independent Permits: Standalone, Pre-Development, and Special Event permits can have associated inspections. However, the appropriate Inspection Types must first be created with compatible Location Modes.

Refer to the Knowledge Base article on Creating Inspection Types That Do Not Require a Physical Address for additional information.

Notification Consideration: Enabling status change notifications may generate an email each time the permit status changes. Review whether notifications are needed for every status or only for specific workflow stages.

Step 6: Configure Custom Data Fields

1. Open the Custom Data Fields tab.

2. Add a new field and enter the Field Title.

3. Enter the question or information being requested.

4. Select the appropriate response type:

   • Checkbox.

   • Currency.

   • Date.

   • Free Text.

   • Multi-Select.

   • Numeric.

   • Rich Text.

   • Single Select.

   • Time.

   • Yes/No.

5. Configure additional options as applicable:

   • Required: Make the field mandatory.

   • Show in User Portal: Display the question to portal applicants.

   • Maximum Characters: Limit the length of responses when supported.

   • Answer Options: Configure available choices for Single Select or Multi-Select questions.

   • Text Wrapping: Enable where applicable.

6. Drag and drop fields to adjust their order. Duplicate or delete fields as needed.

Important: Custom Data Field titles and Questions must be unique. Duplicating a field may require updating its title/question before saving.

Custom Data Fields can also be used in other areas of First Due, including Forms (Form Builder) and Invoicing Criteria.

Step 7: Assign Forms

1. Open the Forms tab.

2. Select the appropriate form created within the Form Builder.

3. Verify that the selected form is appropriate for the Permit Type.

These forms are used when generating approved permits.

Step 8: Configure Automations (Optional)

1. Open the Automations tab.

2. Enable Automations if the Permit Type requires automatic approval.

3. Configure the applicable approval criteria:

   • Invoice-Based Approval: Approve the permit when the required linked invoice is paid in full.

   • Inspection-Series Invoice Approval: Use payment of an invoice linked through an associated inspection series.

   • Inspection-Based Conditions: Require the associated inspection to meet configured conditions, such as having no failures or citations.

4. Select the appropriate Effective Date option, based on the configured workflow:

   • Date the permit is approved after all criteria are met.

   • Date the invoice is created.

   • Date the initial associated inspection was completed.

5. Enable Automatically Email Permit Upon Approval, if needed.

Note: Available automation settings depend on the approval criteria selected. Review the associated invoices and inspection requirements before enabling automatic approvals.

Step 9: Configure Email Settings

1. Open the Email tab.

2. Select the outgoing email configuration:

   • Default First Due permit email.

   • Agency-configured email address.

3. Enter the Email Message Body.

4. Use the formatting options to add headings, bold text, links, or other instructions.

Important: The default First Due permit email address is not monitored for replies. If using this address, include instructions directing applicants to the appropriate department contact.

Departments using their own email address must complete the required email configuration and verification process. See the Knowledge Base Article Inspection Type: Email.

Step 10: Configure User Portals

1. Open the User Portals tab.

2. Select the portals where the Permit Type will be available:

   • Business Portal.

   • Community Connect.

   • High Hazard.

3. Configure Application Notes:

   • Enabled by default.

   • Toggle Off if application notes should not be required.

4. Configure Attachments:

   • Allow applicants to upload attachments.

   • Mark attachments as required, if applicable.

     

5. Configure Payment at Application, if applicable:

   • Enable payment requirements for agencies using Stripe.

   • Associate the appropriate invoicing Line Items.

   • Add additional Line Items if multiple fees are required.

     

6. Enter Application Instructions to guide applicants through the process.

7. Add supporting documents or attachments that applicants can view during the application process.

   

Important: Standalone, Pre-Development, and Special Event Permit Types are currently available only through the Business Portal. Community Connect and High Hazard are not available for these Location Modes.

Payment Note: When requiring payment at application, the appropriate invoicing Line Items must be configured and associated with the Permit Type.

Step 11: Configure Notifications

1. Open the Notifications tab.

2. Select Add Notification.

3. Assign the appropriate:

   • Individual Users.

   • Teams.

   • Combination of Users and Teams.

     

4. Verify the recipients who should receive notifications when a permit application is submitted.

Assigned recipients receive an email notification containing a link that will take them to the submitted permit.

Note: Assign notifications to the personnel responsible for reviewing and processing permit applications.

Step 12: Save and Activate the Permit Type

1. Review the Permit Type configuration, including:

   • Permit Type Name.

   • Workflow Type.

   • Location Mode.

   • Default Duration.

   • Response Settings.

   • Plan Reviews and Inspections.

   • Billing.

   • Custom Data Fields.

   • Forms.

   • Automations.

   • Email Settings.

   • User Portal Settings.

   • Notifications.

2. Select Save.

3. Return to the Permit Types list and confirm the Permit Type was saved.

4. When ready for use, change the Permit Type to Active.

Note: Permit Types can be activated or deactivated within the Permit Type configuration or directly from the Permit Types list.

Best Practices

• Use Descriptive Permit Type Names: Clearly identify the purpose of each permit.

• Select the Appropriate Workflow: Use Renewable when permits need to support renewals.

• Choose the Correct Location Mode: Use Standard for traditional address-based permits and the appropriate Location Independent option when an address or occupancy is not required.

• Configure Inspection Types First: Ensure compatible Inspection Types are available before associating inspections with Location Independent Permits.

• Review Billing Requirements: Verify that invoicing Line Items are configured before requiring payment during application.

• Use Custom Data Fields Consistently: Create unique field titles that can be used across forms and invoicing.

• Review Automation Criteria: Confirm that invoice and inspection conditions align with department approval requirements.

• Provide Clear Applicant Instructions: Explain what information, documents, and payments are required.

• Limit Notifications: Assign only the users or teams responsible for processing applications.

• Keep New Permit Types Inactive During Setup: Test the configuration before making it available for use.

Troubleshooting & FAQs

Why can't I edit or add IFC Permit Classes?

IFC Permit Classes are managed through Field Management. Review the available classifications or create additional classifications as needed.

Why isn't my permit available for renewal?

Verify that Renewable was selected as the Workflow Type.

Why can't I associate an inspection with my Location Independent Permit Type?

Confirm that an Inspection Type has been created using the appropriate Location Mode. Standalone, Pre-Development, and Special Event permits require compatible Inspection Types.

Why isn't my permit appearing in Community Connect or High Hazard?

Verify the selected Location Mode. Standalone, Pre-Development, and Special Event Permit Types are currently available only through the Business Portal.

Why isn't my permit appearing in the Business Portal?

Confirm that the Permit Type is Active and that Business Portal availability has been enabled.

Why isn't payment required when submitting a permit application?

Verify that payment at application is enabled, the appropriate invoicing Line Items are associated, and the agency has the necessary Stripe payment configuration.

Why didn't automatic approval occur?

Review the configured automation criteria. Confirm that required invoices have been paid and associated inspections meet the specified conditions.

Why aren't applicants receiving status change notifications?

Verify the applicable status notification settings within the Options tab and confirm that the permit contact information is correct.

Why are department personnel not receiving new permit application notifications?

Review the Notifications tab and confirm that the appropriate users or teams have been assigned.

Why can't I save a duplicated Custom Data Field?

Custom Data Field titles must be unique. Update the duplicated field title before saving.

Why are applicants unable to reply to the permit email?

The default First Due permit email address is not monitored for replies. Configure an agency email address or provide alternate contact information within the email message body.