Permit Statuses

Understanding permit statuses is essential for managing your workflow effectively. This guide explains how different statuses track a permit from its initial submission to its final completion.

1. Core System Statuses

These six statuses are "System Statuses." They are essential to the software's functionality and cannot be deleted.

Status	What it Means	How it is Set	Key Automatic Actions
Submitted	The initial entry point for a new application.	Automatically set when a user submits a form.	Sends a notification email to staff.
Issued	The permit is officially active and work can begin.	Set manually by staff once all requirements are met.	Records the "Issued Date" and marks the permit as active.
Closed	All work and inspections are finished successfully.	Set manually after a final inspection.	Marks the permit as "Final" and records the completion date.
Resubmit	The application needs corrections or more information.	Set manually by clicking the "Resubmit" button.	Sends a request for information directly to the applicant.
Resubmit Complete	The applicant has provided the requested corrections.	Automatically set when the applicant saves their changes.	Notifies staff that the application is ready for re-review.
Refused	The application has been rejected.	Set manually or automatically if a required approval is denied.	Stops the standard workflow and marks it as rejected.

2. Optional & Customizable Statuses

These statuses help track intermediate steps. These can be deleted or renamed to fit your specific department’s needs.

Under Review: Used while staff is actively checking the application.
Plan Review: Automatically set when a new plan review is created in the system.
Payment & Payment Complete: Moves to Payment when a fee is due and to Payment Complete once the user pays via the portal.
Open: Typically used to indicate active construction is in progress.
Pickup: Used if you require applicants to collect a physical permit from your office.
Voided: Used to cancel a permit that was previously issued.
Stale: Indicates a permit has expired or work did not start on time.

3. Important Automatic Safeguards

To ensure data accuracy, the system requires certain "Validators" to be met before a permit can move to its most important stages.

Moving to "Issued"

The system will automatically check for:

Permit Number: A unique number must be assigned.
Location/Type: The work location and type must be valid.
Requirements: All prior approvals, checklists, and plan reviews must be complete/passed.

Moving to "Closed"

The system will automatically check for:

Inspections: All required inspections must have been scheduled.
Final Result: The final inspection must be marked as "Passed."
Fees: All permit fees must be paid in full.

Note: If these requirements are not met, the system will prevent the status change and show an alert explaining what is missing.