Purpose Statement

Location-Independent Permits allow agencies to create and manage permits without requiring a traditional street address or occupancy record.

This functionality supports permits for standalone units or spaces, pre-development projects, and temporary events. Agencies can also associate businesses or vendors, generate invoices, and schedule inspections for these permits.

The Location Mode selected during Permit Type configuration determines the required location information and available workflows.

Background Information

Traditionally, permits in First Due required an address and associated occupancy record.

Location-Independent Permits expand this functionality by allowing agencies to issue permits when a physical address is unavailable or not applicable.

Four Location Modes are available:

Location-Independent Permits support:

• Creating permits without an existing occupancy.
• Associating Business or Vendor Contacts.
• Generating invoices for applicable permit fees.
• Scheduling inspections using Inspection Types configured for the corresponding Location Mode.
• Linking Pre-Development permits to an occupancy when an address becomes available.
• Filtering permits by Location Mode.

Important: To schedule inspections for Location-Independent Permits, an Inspection Type must be configured with the corresponding Location Mode.

Required Permissions

Users must have the appropriate permissions to:

• View Permits.
• Create Permits.
• Edit Permits.
• View and associate Businesses or Vendors.
• Create and manage invoices, if applicable.
• Schedule inspections, if applicable.

Additional administrative permissions are required to configure Permit Types and Inspection Types.

Video

Step-by-Step Guide

Step 1: Review Permit Type Location Modes

1. Navigate to Permits > Permit Types.

   

2. Select New Type or open an existing Permit Type.

   

3. Locate Location Mode and review the available options:
   • Standard: Requires a street address or occupancy.
   • Standalone: Uses a Unit Name or space.
   • Pre-Development: Uses a Parcel ID and GPS location.

   • Special Event: Uses an Event Name.

     

4. Select the appropriate Location Mode and save the Permit Type.

Note: Each Permit Type is configured for one Location Mode.

Step 2: Create a Pre-Development Permit

1. Navigate to Permits > Permits and select New Permit.
2. Select a Permit Type configured for Pre-Development.
3. Enter the Parcel ID and applicable GPS coordinates.
4. Add any additional notes and select Create Permit.

Pre-Development permits are commonly used for new construction projects before a physical address or occupancy has been established.

Step 3: Link a Pre-Development Permit to an Occupancy

1. Open the existing Pre-Development Permit.
2. Select Link to Occupancy.
3. Search for and select the appropriate occupancy.
4. Save the changes.

Once linked, the occupancy information becomes available within the permit.

Note: Linking an occupancy does not change the original Pre-Development Location Mode.

Step 4: Create a Standalone Permit

1. Navigate to Permits > Permits and select New Permit.
2. Select a Permit Type configured for Standalone.
3. Enter the required Unit Name or space information.
4. Complete any additional fields and select Create Permit.

Standalone permits can be used for mobile businesses, food trucks, trailers, or other units and spaces that do not require a traditional address.

Step 5: Create a Special Event Permit

1. Navigate to Permits > Permits and select New Permit.
2. Select a Permit Type configured for Special Event.
3. Enter the required Event Name.
4. Complete any additional fields and select Create Permit.

Special Event permits can be used for parades, festivals, temporary gatherings, and other activities that are not associated with an existing occupancy.

Step 6: Associate a Business or Vendor Contact

1. Open the Location-Independent Permit.
2. Locate the Business Contact or Vendor Contact section.
3. Select Add and search for the appropriate Business or Vendor.
4. Select the record to associate it with the permit.

For Vendor Contacts, users can search by vendor name or address. If the vendor does not exist, the Vendor Directory can be used to create the record.

Business Contacts can be associated by searching for an existing business record from the Business Portal.

Note: The available contact options for Location-Independent Permits differ from traditional occupancy-based permits.

Step 7: Create an Invoice

1. Open the Location-Independent Permit.
2. Verify that the appropriate Business or Vendor has been associated with the permit.
3. If necessary, designate the associated contact as the Permit Contact.
4. Navigate to Invoices and select Add.
5. Complete the invoice information and save.

Invoices can be created for applicable fees associated with Standalone, Pre-Development, and Special Event permits.

Important: A Permit Contact must be designated before an invoice can be created.

Step 8: Schedule an Inspection for a Location-Independent Permit

1. Open the Location-Independent Permit.
2. Navigate to the Inspections section.

3. Select Schedule an Inspection.

   

4. Select an Inspection Type configured for the same Location Mode as the permit.
5. Complete the inspection scheduling information and select Save.

Inspection Types must be configured for the corresponding Location Mode:

• Standalone: Inspections associated with a unit or space.
• Pre-Development: Inspections associated with a parcel or GPS location.
• Special Event: Inspections associated with a temporary event.

Important: If no Inspection Types appear when scheduling an inspection, verify that an Inspection Type has been created for the corresponding Location Mode.

To configure an Inspection Type:

1. Navigate to Inspections > Inspection Types.
2. Select New Type.
3. Choose the appropriate Location Mode.
4. Complete the Inspection Type configuration and save.

Once the Inspection Type is available, return to the permit to schedule the inspection.

Step 9: Filter Permits by Location Mode

1. Navigate to Permits > Permits.
2. Select Filters.
3. Locate the Location Mode filter.
4. Select the desired Location Mode, such as Standalone, Pre-Development, or Special Event.
5. Apply the filter to display matching permits.

This allows users to quickly locate permits based on their Location Mode.

Best Practices

• Select the Appropriate Location Mode: Configure Permit Types based on the location information required for the permit.
• Use Descriptive Permit Type Names: Clearly identify the purpose of each Permit Type.
• Maintain Accurate Location Information: Enter the correct Unit Name, Parcel ID, GPS coordinates, or Event Name.
• Associate the Appropriate Contacts: Link the Business or Vendor and designate the Permit Contact when invoicing is required.
• Configure Inspection Types in Advance: Create Inspection Types for each Location Mode that requires inspections.
• Use Matching Location Modes: Ensure the Inspection Type matches the Location Mode of the permit.
• Link Pre-Development Permits to Occupancies: Associate the permit with an occupancy when a physical address becomes available.
• Use Location Mode Filters: Quickly identify and manage permits by location category.

Troubleshooting & FAQs

Why can't I search for an address when creating a permit?

The selected Permit Type determines the required Location Mode. Standalone, Pre-Development, and Special Event permits use location-specific fields instead of a traditional address.

Why can't I schedule an inspection for my Location-Independent Permit?

Verify that an Inspection Type has been created with the corresponding Location Mode. Only Inspection Types configured for the appropriate Location Mode will be available when scheduling an inspection from the permit.

Can I schedule inspections for Standalone, Pre-Development, and Special Event permits?

Yes. Inspections can be scheduled for all three Location Modes when a corresponding Inspection Type has been configured.

Why can't I create an invoice?

Verify that the appropriate Business or Vendor is associated with the permit and has been designated as the Permit Contact. Also confirm that the user has the necessary invoicing permissions.

Can I link a Pre-Development Permit to an occupancy?

Yes. Once an occupancy becomes available, open the permit and select Link to Occupancy. The permit retains its original Pre-Development Location Mode.

Can I change a Pre-Development Permit into a Standard Permit?

No. Linking an occupancy does not change the permit's original Location Mode.

Can I filter permits by Location Mode?

Yes. The Location Mode filter allows users to locate permits associated with Standard, Standalone, Pre-Development, or Special Event Location Modes.

Does the remaining permit workflow change for Location-Independent Permits?

No. Other permit functionality, including forms, history, and applicable permit management processes, remains consistent with existing permit workflows.