Permits: Creating a New Permit

Permits: Creating a New Permit

Purpose Statement

The Create a New Permit feature allows authorized users to initiate and manage fire department permits within the First Due platform. This functionality streamlines the permit application process, enables efficient tracking of permit status, and facilitates communication with applicants while maintaining compliance with fire safety regulations and department procedures.

Background Information

Fire department permits are essential regulatory documents that authorize specific activities, installations, or occupancies that may impact fire safety. The permit system in First Due integrates with inspection scheduling, invoice management, and occupancy data to provide a comprehensive view of property compliance. Common permit types include burn permits, special event permits, installation permits, and occupancy permits. This feature is designed for fire prevention personnel, inspectors, and administrative staff who manage regulatory compliance activities.

Required Permissions

Users must have one of the following permissions to create new permits:

  • FD Permits - Create: Allows creation of new permits
  • FD Permits - Update: Allows creation and modification of existing permits

Video



Step-by-Step Guide




1. Click on Permits.


Click on Permits.



2. Click on Permits.


Click on Permits.



3. Click on New Permit.


Click on New Permit.



4. Enter and select the correct address.


Enter and select the correct address.



5. Select the correct date for Application Received date.


Select the correct date for Application Received date.



6. Click on Permit Type from the dropdown menu.


Click on Permit Type from the dropdown menu.



7. Enter Notes, if desired.


Enter Notes, if desired.



8. Click on Save.


Click on Save.



9. Enter appropriate information.
  1. Note that permits can only be assigned to user with the following permissions:
    1. FD Permits - Update or FD Permits - Create








10. Click on Link Permit and then link to Inspection and/or Invoice as appropriate.
  1. NOTE: There has to be an existing Inspection and/or Invoice for the Permit address before the Link Permit button is live and can be selected.





11. Click on Occupancy to review and update Occupancy Data.






12. Click on Contacts and add or edit Occupancy and/or Vendor contacts.






13. Click on Review and enter Project Description, change slider for Plan Review Included, enter the Plan Review Type, and add attachments as appropriate.


Click on Review and enter Project Description, change slider for Plan Review Included, enter the Plan Review Type, and add attachments as appropriate.



14. Click on Invoices to add a new Invoice for the permit.


Click on Invoices to add a new Invoice for the permit.



15. Click on Inspections to review past inspections or to schedule a new inspection.


Click on Inspections to review past inspections or to schedule a new inspection.



16. Click on Custom Data Fields and enter data or make selections as needed.


Click on Custom Data Fields and enter data or make selections as needed.



17. Click on Signatures to add signatures as applicable.


Click on Signatures to add signatures as applicable.



18. Click on Permit Form to view the Permit Form, select options (see list below), print the Permit Form, and/or send the Permit Form and selected attachments via email.
  1. 1 - Print
  2. 2- Download
  3. 3 - PDF Options
  4. 4 - Recipients
    1. Permit Occupancy and/or Vendor Contact by default.
    2. Additional Recipients can be manually added
  5. 5 - CC Me
  6. 6 - Select attachments to send with the permit via email
    1. Attachments added in the Review section






19. Click on History to review the Permit History ands enter reason if applicable.


Click on History to review the Permit History ands enter reason if applicable.



20. Permit Options: Approved






21. Click Approved and fill in appropriate information.
  1. Effective Date can be set back to application date.
  2. Effective Date and Expiration Date can be the same for a same day permit when Days are 0.
  3. Update Permit Duration and Expiration Date, if appropriate.
  4. Check Valid Until Revoked for a Permit that does not expire.
  5. Select Submit.

Click Approved and fill in appropriate information.



22. Permit Options: Rejected






23. Click on Rejected, enter reason for permit rejection and select Submit.
  1. Check to include Rejection Reason Notes in Permit Contact's Email






24. Permit Option: Closed






25. Click on Closed, enter reason for Closure.


Click on Closed, enter reason for Closure



26. Permit Options: To add a new Permit from the Edit Permit page, select New Permit.
  1. This method will allow a user to chain permits together for an Occupancy.






27. Click on Save when done editing your permit.





Best Practices

  • Always verify the property address is correct before proceeding with permit creation
  • Ensure all required custom data fields are completed before approving permits
  • Link permits to existing inspections and invoices when applicable to maintain comprehensive records
  • Use the Notes field to document important details or special circumstances
  • Review occupancy data for accuracy, as this information may be used in reports and communications
  • When setting effective dates, consider operational needs and compliance requirements
  • For permits requiring plan review, ensure all necessary attachments are uploaded before approval
  • Use the chained permit feature for ongoing projects or renewals to maintain historical connections

Troubleshooting & FAQs

Q: The Link Permit button is not active. What should I do? A: Ensure that an existing Inspection and/or Invoice record exists for the permit address before attempting to link permits.

Q: Can I backdate a permit's effective date? A: Yes, the effective date can be set back to the application date if needed for operational purposes.

Q: What happens when I select "Valid Until Revoked"? A: This option creates a permit with no expiration date, suitable for ongoing operations or permanent installations.

Q: Why can't I assign a permit to a specific user? A: Only users with "FD Permits - Update" or "FD Permits - Create" permissions can be assigned permits.

Q: How do I create a same-day permit? A: Set the permit duration to 0 days, which allows the effective date and expiration date to be the same.


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