Inspection Record - Bulk Permit Renewal

Inspection Record - Bulk Permit Renewal

Purpose Statement

The Bulk Permit Renewal feature allows inspectors to efficiently renew multiple permits during a single inspection process. This streamlined workflow eliminates the need to process permits individually, saving time and ensuring all related permits maintain their active status through a single inspection visit.

Background Information

This feature is designed for fire departments and EMS agencies that manage multiple permits for the same property or occupancy. Common use cases include annual renewals for occupancy permits, fire safety permits, and other regulatory approvals that require periodic renewal. The bulk renewal process ensures compliance continuity while reducing administrative overhead during routine inspections.

Prerequisites:

  • Active inspection record in progress
  • Permits must be configured for automatic permit statusing
  • Permit types must have the Renewable Workflow enabled
  • Target permits must be in Approved, Active, or Expired status

Required Permissions

To complete bulk permit renewals during inspections, users need:

  • Inspection Management - Ability to create and edit inspection records
  • Permit Renewal - Permission to process permit renewals
  • Permit Status Management - Authority to approve renewed permits
  • Bulk Actions - Access to bulk permit operations

Video


Step-by-Step Guide

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NOTES:
  1. This feature is only available for automatic permit statusing only.
  2. Permit Type has to have the Renewable Workflow.
  3. Permit has to be Approved, Active, or Expired status for renewal process.

1. While recording your Inspection, click on Permits.


While recording your Inspection, click on Permits.



2. Select any Permit(s) to be renewed.
  1. NOTE: Advanced Search filter is set to Occupancy Permits by default. Filter can be edited for user needs.


Select any Permit(s) to be renewed.



3. Click on Bulk Actions.


Click on Bulk Actions.



4. Click on Renewal Submitted.


Click on Renewal Submitted.



5. Review the Permit(s) selected.


Review the Permit(s) selected.



6. Enter any notes needed (optional).


Enter any notes needed (optional).



7. Click on Renew.


Click on Renew.



8. Click on Edit to Manually Approve.


Click on Edit to Manually Approve.



9. Click on Approved.


Click on Approved.



10. Enter/Update appropriate data.






11. Click on Submit.
  1. Repeat as needed for the Permit(s) to be renewed.
  2. The renewed permit(s) will be automatically linked to the Inspection.


Click on Submit.


12. Error message example:
  1. Are not automatic status permit(s).
  2. Are not renewable types (workflow).
  3. Are not in renewable status.




Best Practices

  • Pre-Inspection Planning: Review permit statuses before conducting inspections to identify renewal candidates
  • Filter Utilization: Customize the Advanced Search filter to match your specific permit types for efficiency
  • Documentation: Use the optional notes field to document any specific observations or changes related to the renewal
  • Batch Processing: Group similar permit types together for more efficient bulk processing
  • Status Verification: Always verify that permits meet the renewable status requirements before initiating bulk actions

Troubleshooting & FAQs

Common Error Messages and Solutions:

"Are not automatic status permit(s)"

  • Solution: Verify that the selected permits are configured for automatic permit statusing. Contact your system administrator to enable this feature for the affected permit types.

"Are not renewable types (workflow)"

  • Solution: The permit type must have the Renewable Workflow enabled. Check permit type configuration or contact your administrator to add the renewable workflow.

"Are not in renewable status"

  • Solution: Only permits with Approved, Active, or Expired status can be renewed. Check permit status and update if necessary before attempting renewal.

Frequently Asked Questions:

Q: Can I renew permits that aren't linked to the current inspection? A: Yes, you can select any eligible permits during the inspection process, and they will be automatically linked once renewed.

Q: What happens if I need to cancel a renewal after clicking "Renew"? A: Contact your system administrator, as bulk renewal actions may require administrative intervention to reverse.

Q: Can I customize the default filter for permit types? A: Yes, the Advanced Search filter can be modified to show different permit types based on your inspection needs.

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