Plan

Permits

Permits is the register of everything you have to be given permission for: the authority, the number, what it covers, when the filing has to be in, where the application has got to, when it expires, and the inspections that come with it. In the left menu, under Plan, choose Permits.

What it is called and what it holds follows your product. An event tracks special event, building, tent and structure, fire safety, electrical, crane and rigging, road closure, parking, noise, amplified sound, signage, health and food, liquor, pyrotechnics, drone, environmental, trade waste and broadcast permits. A research programme tracks research, MPA access, collection, CITES and import or export permits, and the page is called Permits & CITES. Owners, Company Admins, Tour Managers, Ops and Coordinators add and change permits; the cards at the top count what is open, which filings are due, how many inspections are ahead, and what is expiring or expired.

How do I add a permit?

1. In the left menu, under Plan, choose Permits.
2. Choose Add permit (top right).
3. Pick a Type, and a Stage for where the application is (see below).
4. Fill in the Authority (the office that issues it) and the Permit number once you have one.
5. For an event, give the Jurisdiction (whose rules apply, for example a county) and an Owner, the person who files it.
6. Describe what it covers in Scope, for example "three 40x60 tents, athlete village".
7. Choose the event it belongs to, or leave it company-wide.
8. Set File by (the date the application has to be in), Applied on, Issued on and Expires on as each becomes true.
9. Add Notes for conditions or what the authority asked for, and choose Add permit.

A permit needs at least a type, an authority or a number. Leave the expiry blank for an open-ended permit.

What do the stages mean?

Stage is where the application has got to: Not started, Preparing, Submitted, In review, Issued, Rejected or Not required. It is a different question from Status, which describes the permit once it exists (Active, Pending, Expired, Suspended). An application can sit in review with no permit yet, and last year's permit can be Issued and Expired at the same time without anything being wrong.

The dot at the start of a permit's row reads the whole picture: red for expired or rejected, amber for expiring within a month or a filing date close with nothing submitted, blue while it is with the authority, green once it is good.

How does the filing date work itself out?

A permit has to be in hand by the day the work it allows begins, and the authority takes as long as it takes. Give it both and the app says when the application has to go in:

1. Open the permit and set Needed in hand by to the day the work starts.
2. Set Review days to the turnaround the authority states, for example 30.

The permit then shows "worked back from that date less the review days", and the filing date it arrives at is what the list, the reminders and the calendar all use. Typing a date in File by yourself always wins; clear it and the worked-out date comes back.

What goes on the calendar for a permit?

If the permit belongs to an event, its filing date is an entry on that event's advance calendar as soon as there is a date, named "File: " and the permit. It carries the review days as the lead time after it, which is how anything waiting on the permit gets flagged at risk when the filing is cutting it fine. Set File after on the permit to whatever has to be finished before you can file (an engineering package, another permit being issued) and the filing lands in that chain, so it is flagged at risk if the thing before it is late.

As the application moves, the entry follows: it reads as met once the stage is Submitted, In review or Issued, missed if it is Rejected, and comes off the calendar entirely if the permit turns out to be Not required. Like an inspection's entry, it is marked From a permit in Planning and carries Open the permit instead of the usual controls, because the permit owns it.

Who is reminded about a permit?

• Before a filing date. If a permit has a File by date and is still Not started or Preparing, its owner and your Company Admins are told once, three weeks ahead by default.
• Before an expiry. Company Admins are told within 30 days of the expiry date, and again if it lapses. Renewing a permit (changing its expiry) arms that reminder again.
• Before an inspection. Its owner and your Company Admins are told once, a week ahead by default.

Each of these is sent once so the bell does not fill with the same date. Changing an inspection's date or time, or a permit's filing or expiry date, arms the reminder again.

How do I schedule an inspection?

1. Open the permit and find the Inspections box.
2. Choose + Schedule an inspection.
3. Say what is being inspected (for example "Final structural"), then set the Date, the Time and how many Minutes it should take.
4. Fill in the Inspector, their Phone and Email, and pick Who meets them from your team.
5. Set Where (for example "Buttermilk, village lot") and Notes for what has to be ready, for example the stamped drawings.
6. Choose Schedule it.

One permit can have as many inspections as it needs: a rough-in, a final, a re-inspection. Each one keeps its own date, time and contact.

What does scheduling an inspection put on the calendar?

If the permit belongs to an event, a scheduled inspection becomes an entry on that event's advance calendar straight away, on its own day and at its own time, under the Inspections topic in the Event build section. You will see it:

• in Planning under Deadlines, and on the Gantt chart with everything else dated,
• on Home, under Your deadlines, for whoever is meeting the inspector,
• in the event's subscribed calendar feed, so it lands in the calendar app on your phone with the inspector's name and number on it (see "How do I subscribe to the tour calendar in Google, Apple or Outlook?" in the Home help).

The inspector's name, phone and email and the place all travel with it, because the person reading it on their phone at the gate is the one who has to make the call.

If the permit is company-wide, there is no event calendar to put it on, and the box says so. Choose an event on the permit and its inspections appear on that event's calendar; take it off the event and they come off again.

How do I move or cancel an inspection?

Open the permit, choose the inspection, change what you need and choose Save. The calendar entry follows: a new date or time moves it, a new inspector or place rewrites it.

To call one off, set its Status to Called off. The inspection stays on the permit as a record, and the calendar entry comes off. Set it back to Scheduled and the entry comes back. Clearing the date does the same thing. Delete removes the inspection and its calendar entry for good.

How do I record what happened at an inspection?

Open the inspection and set its Status to Passed or Failed, and write what was said in What happened, including anything that has to be fixed. The calendar entry reads as met when it passed and missed when it failed, so the event's calendar shows how the build actually went.

Why can't I edit an inspection from the calendar?

Because the permit owns it. A calendar entry that came from an inspection is marked From a permit and carries Open the inspection instead of the usual controls, which takes you to the inspection itself. It is one record in one place: if the calendar could be edited too, the next save on the permit would quietly undo it.

How do I record what a permit costs?

Open the permit and fill in the Fee, its Fee status (To pay, Paid or Waived) and a Receipt or ref if you have one. If the permit belongs to an event, the fee goes straight onto that event's budget as a line called "Permit" and the permit type, under the Permits category, pending while it is still to pay and approved once it is paid. Change the amount and the line changes; mark it Waived, clear the amount, or take the permit off the event and the line comes off. Marking it Paid dates it for you.

A company-wide permit has no event budget to sit on, so its fee is kept on the permit and counted in the Fees to pay card at the top of the page.

Who can see what a permit costs?

A fee is money, so it follows the same rule as a sponsorship value: Owners, Company Admins and Finance see it, and so does whoever is named as the permit's Owner, because they are the one filing it and paying it. Everyone else runs the module without it: they see the permit, its stage, its dates and its inspections, and whether there is a fee still to pay, but not the amount, not the receipt reference and not the page total. The fee fields are not on their form at all, and the server drops them from anything they send, so nobody can set a fee they cannot see.

A permit pack never carries fees, only the filings: what a permit costs changes between events and a pack is shared.

How do I reuse a jurisdiction's permits on the next event?

The filings a county wants rarely change between events, so save them once as a pack:

1. Set one event's permits up properly, with their authorities, review times and the day each is needed.
2. On the Permits page, choose Save as a pack, give it a name and say whose rules they are.

Each filing date is kept as a number of days from that event's first day, so it travels.

To use one, open the event you want them on and choose Apply a pack, then Apply next to it. Every permit in the pack is added to that event with its authority, jurisdiction, review time and a filing date counted from the new event's own dates, each one Not started with nothing filed yet, and each with its filing already on that event's calendar. Nothing already on the event is touched, so applying a pack twice gives you two sets: apply it once, to a fresh event.

Packs sit alongside the deadline templates in Planning, so a pack that also carries ordinary deadlines works the same way.

How do I schedule the visit after a failed one?

Open the failed inspection. It offers Schedule a re-inspection, which starts a new visit with the same inspector, phone, email and place, named as a re-inspection, with what has to be fixed already in its notes and no date until you book one. The failed visit stays on the permit as the record of what happened.

How do I attach the permit document?

Save the permit first, then open it and use the scan field at the bottom to attach the issued permit or the stamped drawings. The file is held with the permit and opens from there.

Why can't I see Permits?

Permits is part of ActionOps, FestivalOps and CoralOps. On a touring, venue or promoter account the module is not there at all. Within a company, Finance, Legal and View only seats do not see it by default, because it is operational; a Company Admin can give one person Permits in Users & access if they need it.