FAQ: Permit Tracking
Frequently asked questions about Permit Tracking in ConstructionOnline™
What is OnGuard™ Permit Tracking?
What information can be tracked for a Permit?
Where can I see Permit information besides the Project Permits List?
Can Permits be included in Project Templates?
Can I customize how Permits are displayed in the Project Permits List?
Can I set reminders for Permit deadlines?
What should I do with a Permit that's no longer active?
What is OnGuard Permit Tracking?
OnGuard Permit Tracking is a feature within ConstructionOnline that provides a centralized, structured system for managing construction permits across all projects. All permit information is housed within the "Project Permits" List—an easily accessible digital hub that replaces the scattered spreadsheets, shared drives, and paper-based systems that make permit management unnecessarily complex.
A full overview of the Permit Tracking and its key benefits can be found here.
What information can be tracked for a Permit?
Each Permit record in ConstructionOnline can capture a range of details relevant to permit management, including:
- Permit Type & Status — The category of Permit and its current stage in the approval process.
- Requested & Issued Dates — The date the Permit was applied for and the date it was officially issues by the permitting authority.
- Agency Information — The specific issuing agency (e.g., a country or city office) and the primary contact person at that agency.
- Responsible Contact — The internal team member accountable for the Permit.
- Notes — Any notes documenting status updates, context, or follow-up information, such as noting when an agency contact is unavailable.
- Attachments — Supporting documents such as Permit approvals, inspection reports, or related correspondence.
ConstructionOnline's customizable fields (Custom Values) allow your team to capture any additional permit details specific to your company's tracking needs.
Step-by-step instructions for adding a new Permit and entering relevant details can be found here.
Where can I see Permit information besides the Project Permits List?
Permit information is visible in several locations throughout ConstructionOnline beyond the main "Project Permits" List:
- Company Projects List — The "Permit Count" column displays the number of Permits associated with each project, giving teams a quick glance view of permit volume across the company and within a single project.
- Project Timeline — Active and upcoming Permit expirations and activities appear in the project's history and timeline, keeping permit status visible alongside other project milestones.
- Project Details — A dedicated Permits tab within individual project details provides quick access to that project's Permits.
Can Permits be included in Project Templates?
Yes. Permits can be saved as part of Project Templates, ensuring they are automatically added to every new project created from that template. This allows teams to pre-define the permits commonly required for a specific project type (e.g., a general building permit, HVAC permit) and set their initial status so permit management begins the moment a new project is created.
Can I customize how Permits are displayed in the Project Permits List?
Yes. The "Project Permits" List is a Dynamic Table with two available viewing options:
- List View — The default interface for managing permits. It offers a spreadsheet-style format with inline editing, sortable columns, and extensive table styling options for a comprehensive, flexible view of your permit data.
- Group By View — Extends the capabilities of List View by allowing you to group permits into tables by column header. Group By offers drag-and-drop functionality, compound columns, sortable groups, and compressible tables for a more visual, organized approach to permit management.
Column visibility and order can also be customized to show only the data most relevant to your role.
🗒️ Note: Any changes made to the display or column order of the "Project Permits" List are user-specific and do not affect other team members' views.
Step-by-step instructions for managing column order and visibility can be found here.
Can I set reminders for Permit deadlines?
Yes. Permit Tracking includes automated reminder settings for Permit deadlines, allowing you to configure email templates and schedule reminders to notify all relevant individuals ahead of critical dates. Personal notifications for Permit modifications can also be enabled, keeping your team aware of any changes and reducing the risk of missed deadlines or compliance issues.
Step-by-step instructions for configuring reminders can be found at Create Reminders for Permits and Manage Permit Reminders.
Can I duplicate a Permit?
Yes. Permits can be duplicated directly within ConstructionOnline, making it easy to create a new Permit based on an existing one without re-entering information from scratch. This is particularly useful for recurring permit types or projects with similar permit requirements.
Step-by-step instructions for duplicating a Permit can be found here.
What should I do with a Permit that is no longer active?
Permits that are no longer active but should be retained for reference can be archived. Archiving a Permit keeps the Permit record accessible within ConstructionOnline while removing it from the default view of the "Project Permits" List. Archived Permits can be filtered back into view at any time if needed.
If a Permit record is no longer needed and does not need to be retained, you can delete the Permit.
Can I export Permits?
Yes. Permits can be exported directly from the "Project Permits" List in ConstructionOnline, providing a portable record of your permit data for reporting, compliance documentation, or external sharing.
Step-by-step instructions for exporting Permits can be found here.
HAVE MORE QUESTIONS?
- If you need additional assistance, chat with a ConstructionOnline Specialist by clicking the orange Chat icon in the bottom left corner or visit the UDA Support Page for more options.