Purpose Statement

This article explains how to configure an inspection type to allow users to request inspections through the Business Portal and Community Connect.

Inspection types can be configured to control who can submit requests, provide applicant-facing instructions, allow or require attachments, and notify designated users or teams when requests are received.

For departments that have a Stripe account through First Due, inspection types can also be configured with associated fees and require payment at the time an inspection request is submitted.

This article also explains how submitted requests appear within the Inspections module and how portal users are notified throughout the process.

Background Information

First Due allows eligible users to request inspections through both the Business Portal and Community Connect. This allows residents, business owners, and other applicable portal users to initiate inspection requests without department personnel having to manually create the initial request.

Enabling portal options on an inspection type can streamline inspection request workflows, improve communication with the public, and reduce manual scheduling processes.

This configuration can be used for inspections such as tent inspections, operational permits, fire safety inspections, and other inspection services initiated by the public or businesses.

Depending on the department's configuration, an inspection type can include:

• Applicant-facing instructions
• Optional or required attachments
• Notifications to designated users or teams
• Associated fee line items
• Payment at the time of submission

Once an inspection type is configured for portal requests:

• Eligible users can request the inspection through the Business Portal or Community Connect, as applicable.
• Assigned users or teams can receive notifications when requests are submitted.
• Inspection requests appear in the Inspections list with request-specific information.
• Notes and attachments submitted by the requestor are associated with the inspection.
• Requestors receive email notifications as the inspection moves through the scheduling process.
• When applicable, fees can be calculated and an invoice created for the inspection request.
• Departments using Stripe through First Due can require payment during the request process.

The inspection type's User Portals configuration is shared between the Business Portal and Community Connect where applicable.

Required Permissions

Users configuring these settings must have the existing permissions necessary to edit inspection types.

Depending on the configuration being performed, users may also need access to:

• Inspection Type configuration
• User Portals configuration
• Community Connect configuration
• User and Team management
• Inspection scheduling and assignment

No additional inspection type configuration permission is introduced by the invoicing functionality.

Payment configuration depends on the department's existing online payment configuration. The payment-related options are only available to departments configured to accept applicable online payments, including having a Stripe account through First Due.

Existing Business Portal and Community Connect access requirements for submitting inspection requests remain unchanged.

Video

Step-by-Step Guide

Configure an Inspection Type for Portal Requests

1. Navigate to Admin → Inspections → Inspection Types.

   
   
    

2. Open an existing inspection type or create a new inspection type.

   
   
    

3. Select the inspection type you want to configure.
    

4. Open the User Portals configuration for the inspection type.

   
   
    

5. Locate the Available On options.

   
   
    

6. Enable the appropriate portal options based on who should be able to request the inspection.
    
7. For Community Connect, enable the applicable options:
   • Community Connect Users — Allows applicable Community Connect users, such as residents, to request the inspection.
   • High Hazard Users — Allows applicable business owners or high-hazard occupancy users to request the inspection.
      
8. Configure the inspection type for the Business Portal when the inspection should also be available for eligible Business Portal users.
    
9. Select the appropriate options based on which portal users should be allowed to submit the inspection request.

Configure Instructions and Attachments

1. In the User Portals configuration, locate the portal configuration options.
    

2. Enter any applicant-facing information in Instructions.

   These instructions display when an applicant selects this inspection type through the Business Portal or Community Connect.

   
   
    

3. Enable Attachments when applicants should be allowed to upload supporting files with their inspection request.

   
   
    

4. Enable Attachments Required when applicants must provide at least one attachment before submitting the request.

Note: Attachments Required only applies when Attachments is enabled. If Attachments is disabled, an attachment is not required.

5. Include any attachments necessary for applicants.

   
   
    

6. Continue configuring the remaining inspection type options before saving.

Configure Notification Recipients

1. In the notification section, choose whether notifications should be sent to:
   • Individual users

   • Teams

     
     
      

2. To add an individual user:
   • Begin typing the user's name.
   • Select the user from the list.

   • Click Add.

     
     
      

3. Repeat the process to add additional users as needed.
    
4. To add a team:
   • Select the desired team from the list.

   • Click Add.

     
     
      

5. Users assigned to the selected team will receive the applicable notifications.

Remove Notification Recipients

1. Locate the user or team in the notification list.

2. Click Delete next to the applicable entry.

   
   
    

3. Confirm the deletion when prompted.

   

Configure Inspection Fees and Payment

Important: Payment functionality is only available when the department meets the applicable online payment requirements, including having a Stripe account through First Due. If the department does not meet these requirements, the payment-related configuration options are not displayed. Inspection requests can still be submitted through the Business Portal and Community Connect without this payment functionality.

1. In the inspection type's User Portals configuration, locate Payment Required at Time of Application.

   
   
    

2. Enable Payment Required at Time of Application when applicants must pay applicable inspection fees as part of the request process.
    

3. Locate Associate Line Items.

   
   
    

4. Select the applicable fees from the permit Line Item / Price table.

   Note: Portal permit formula fee-type line items cannot be associated with inspection types.

   
   
    

5. Confirm that the appropriate line items have been associated with the inspection type.
    
6. Complete any remaining inspection type configuration.

Save Configuration Changes

1. Review the portal availability, instructions, attachments, notification, and payment settings that apply to the inspection type.
    

2. Click Save to apply the configuration.

   

The saved User Portals configuration applies to requests for the inspection type through the Business Portal and Community Connect, as applicable.

Submit an Inspection Request Through the Business Portal or Community Connect

Email Notifications

Portal users receive email notifications when:

1. The inspection request is successfully created.
2. The inspection is assigned a scheduled date and time.

These notifications help keep residents, business owners, and other applicable portal users informed throughout the inspection scheduling process.

Best Practices

• Use descriptive inspection type names that clearly identify the inspection's purpose.
• Determine whether each inspection type should be available through the Business Portal, Community Connect, or both.
• Add clear applicant-facing instructions so users understand department-specific requirements before submitting a request.
• Only enable Attachments Required when supporting documentation is necessary to process the inspection request.
• Assign notifications to teams when appropriate to reduce the risk of missed requests.
• Regularly monitor incoming portal inspection requests in the Inspections list.
• Verify portal availability settings before making an inspection type available to the public.
• Ensure scheduling staff promptly review and assign incoming inspection requests.
• Review notes and attachments submitted by requestors before scheduling the inspection.
• For departments accepting payments, confirm the correct line items are associated with an inspection type before enabling Payment Required at Time of Application.
• Remember that the inspection type's User Portals configuration is shared between the Business Portal and Community Connect where applicable. Configure shared settings appropriately for users of either portal.
• Use the existing invoice workflow to monitor and manage unpaid inspection request invoices.
• Do not expect new fees, invoices, or attachment requirements to apply retroactively to existing or in-progress requests.
• Refunds are not automatically issued when a paid inspection request is later cancelled or rejected. Any required refund must be handled manually outside this workflow.

Troubleshooting & FAQs

Why isn't an inspection request appearing?

Verify that the inspection type is configured for the applicable portal and that all configuration changes were saved. Also confirm that the requestor has the appropriate Business Portal or Community Connect access.

Can inspections be requested through both the Business Portal and Community Connect?

Yes. Inspection requests can be made available through the Business Portal and Community Connect. Availability depends on how the inspection type is configured under User Portals.

Do I need to create separate inspection types for the Business Portal and Community Connect?

No. The same inspection type configuration can govern requests from both the Business Portal and Community Connect. Configure its portal availability based on where the inspection should be offered.

Why aren't notification recipients receiving notifications?

Verify that the appropriate users or teams were added to the notification list. If a team is selected, confirm that the appropriate users are assigned to that team. User email configuration should also be verified.

Why is the Assigned To field blank?

This is expected until an administrator or supervisor assigns the inspection request to an inspector.

Why does the schedule display "Will Call"?

The inspection request displays as Will Call until a specific date and time are scheduled.

Why don't I see Payment Required at Time of Application or Associate Line Items?

Payment functionality depends on the department's online payment configuration and is only available to applicable departments using Stripe through First Due. When the required online payment conditions are not met, the payment configuration options are not displayed.

Can portal inspection requests still be used without Stripe?

Yes. Inspection requests can still be submitted through the applicable Business Portal and Community Connect workflows. Stripe through First Due is only required for the applicable online payment functionality described in this article.

Why can't I select a portal permit formula line item?

Portal permit formula fee-type line items are excluded from inspection type configuration. Other supported line items from the permit Line Item / Price table can be associated with the inspection type.

What happens if the calculated fee is $0?

A calculated fee of $0 does not require payment or create a blocking invoice, even when Payment Required at Time of Application is enabled. The applicant can continue with the request normally.

What happens if an applicant closes the payment screen without paying?

The inspection request and associated invoice remain in the system. The invoice remains unpaid and can be paid or managed later through the existing invoice workflow.

What happens if payment fails?

The inspection request and associated invoice remain in the system. The invoice remains unpaid rather than requiring the applicant to restart the inspection request.

Where can staff find attachments submitted with an inspection request?

Request-time attachments are associated with the inspection record. Staff can review them by opening the applicable inspection.

Does the department need to configure the Business Portal and Community Connect separately?

No. The applicable inspection type User Portals settings use a shared configuration for the Business Portal and Community Connect. Portal availability should be configured based on where the department wants the inspection type offered.

Will the new settings affect inspection requests submitted before they were configured?

No. Fees, invoices, and attachment requirements are not applied retroactively to existing or in-progress inspection requests.

What happens if a paid inspection request is later cancelled or rejected?

Automatic refunds or credits are not included in this workflow. If a refund is required, staff must handle it manually and manage the inspection request separately.