Updating Active or Approved Permit

Updating Active or Approved Permit

Purpose Statement

This article demonstrates the process for updating Active or Approved permits within the Fire/EMS software platform. This functionality allows administrators and permit managers to efficiently track permit status changes, process extensions and renewals, handle revocations, and maintain accurate permit records throughout the permit lifecycle.

Background Information

Active and Approved permits require regular status updates as they progress through various stages of the permit process. Common scenarios include permit revocations, extension requests, renewal submissions, approvals with new expiration dates, rejections, and completions. This process ensures proper documentation and compliance tracking for fire prevention and inspection activities.

Required Permissions

To update Active or Approved permits, users must have:

  • Permit Management permissions
  • Edit Permit permissions
  • Status Update permissions (specific to permit workflow modifications)

Video


Step-by-Step Guide




1. Click on Edit to edit to update an "Active" or "Approved" Permit.






2. Option #1 - Active Permit - Click on Permit Revoked.






3. Enter a Reason for revocation and select Submit.


Enter a Reason for revocation and select Submit.



4. Option #2 - Active Permit - Click on Extension Submitted.






5. Enter Notes and then Submit.


Enter Notes and then Submit.



6. Option #2 - Active Permit - Click on Renewal Submitted
  1. NOTE: Permit has to be in a renewable workflow






7. Enter Notes and then Submit.






8. Click on Approved.


Click on Approved.



9. Enter New Expiration Date, enter comments, and select Submit.






10. Click on Rejected.


Click on Rejected.



11. Enter reason for rejection and then Submit.


Enter reason for rejection and then Submit.



12. Option #3 - Active Permit - Click on Completed.






13. Enter Comments then click on Submit.
  1. NOTE: A "Completed" Permit can be reopened. See Related KBA.


Enter Comments then click on Submit.



14. Click on Close.



Click on Close.



Best Practices

  • Always provide detailed reasons when revoking permits to maintain proper audit trails
  • Document all status changes with clear, descriptive notes
  • Verify expiration dates are accurate when approving permit extensions
  • Ensure renewal submissions are only processed for permits in renewable workflows
  • Review permit details before finalizing any status changes
  • Maintain consistent terminology in comments and notes for reporting purposes

Troubleshooting & FAQs

Q: Why can't I submit a renewal for this permit? A: Ensure the permit is configured in a renewable workflow. Non-renewable permits cannot be processed for renewal.

Q: Can I undo a permit revocation? A: Contact your system administrator to discuss options for reversing permit status changes.

Q: What happens to completed permits? A: Completed permits can be reopened if needed. Refer to the "Update Completed Permit" article for detailed instructions.

Q: Why is the Edit button not available? A: Verify you have the required permit management and edit permissions for this permit type.

    • Related Articles

    • 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 ...

    • Update Revoked Permit

      Purpose Statement The Update Revoked Permit feature allows administrators and permit managers to process reinstatement requests for revoked permits within the system. This functionality enables departments to handle permit appeals, reinstatements, ...

    • Bulk Permit Renewal with Auto-Invoice Generation

      Purpose Statement: The bulk permit renewal feature allows administrators to efficiently renew multiple permits simultaneously while automatically generating and emailing invoices to permit contacts. This streamlined process reduces manual workload, ...

    • Updating Completed Permit

      Purpose Statement This feature allows authorized users to modify the status and details of permits that have already been completed. Users can reopen completed permits for approval or denial, or permanently close permits when no further action is ...

    • Inspection Record - Adding Permits

      Purpose Statement This feature enables fire department personnel to manage permits directly within inspection records, streamlining the permit review and approval process during on-site inspections. Users can view existing permits associated with an ...