Manage Permit Reminders

Configure the Email Templates and Automated Reminders for construction permits in ConstructionOnline™

BACKGROUND 

Construction permits, with their varying deadlines and renewal requirements, can present significant challenges to project momentum and compliance. ConstructionOnline's OnGuard™ Permit Tracking addresses this by centralizing permit management and offering automated email reminders. Automating reminders helps companies proactively mitigate risks, enhance team coordination, and streamline administrative processes. 

Customizing email templates and scheduling automated reminders within the system ensures that team members receive timely and relevant information, reducing the potential for project disruptions and fostering more efficient, successful project outcomes.

HOW TO MANAGE PERMIT REMINDERS 

1. Access the "Company Overview" tab through the Left Sidebar or the Company Selector in the Top Navigation Bar.  
2. Under the "Company" section, select "Permit Tracking."
   
   1. This will open your "Project Permits" List. 
3. Locate and click on the gray 3-dot Action Menu.  
4. Select the "Permit Settings" option from the menu.
   
   
5. The "Permit Settings" window will open on your screen, where you can configure your permit reminders' Email Templates and Automated Reminders - 
   
   
   
   1. Email Templates: Customize the message that will appear in the email body when reminders are sent. 
      
      1. ConstructionOnline provides two default email templates, preloaded into all accounts with access to OnGuard Permit Tracking. These email templates are configured to auto-populate with key details from the related permit. 
         
         1. Modify existing email templates by hovering over them, clicking on their gray 3-dot Action Menu, and choosing from the options: "Edit," "Rename," "Duplicate," or "Delete."
         2. Beyond the two default templates provided, new custom email templates can be created by clicking on the green (+) Add New Email Template button. 
            
            🗒️Note: The default templates can be restored at any time by clicking the gear icon at the top of your "Email Templates" List and selecting "Restore Default Templates." 
   2. Automated Reminders: Manage the content and timing of automatic emails sent to chosen recipients for open and overdue permits. 
      
      1. Choose the "Status," "Email Template," "Send Type," and "Frequency" for the reminder being sent. 
         1. A reminder's status must be toggled On to be activated and can be toggled Off at any time. 
      2. When managing your automated email reminders, select the green (+) Add New Automated Email to add another reminder to your list. A single permit can receive multiple of these scheduled reminders if it meets each of their defined criteria. You can also click on the 3 gray-dot Action Menu of the desired reminder to push through an email at that time or to delete it. 
6. Click the blue "Save" button to save all changes made to your Company Account's Permit Settings and apply the reminder configuration. 

ADDITIONAL INFORMATION 

• Subscription Level: ConstructionOnline's OnGuard Permit Tracking feature is available for companies with current ConstructionOnline subscriptions at Team, Business, and Enterprise levels.
  • Permit Tracking is also available as a Per-Company Add-On for all other plans.
• Permissions: Admin Users and Company Users with "Can Create, Edit, & Delete" permissions for Permits can manage permit reminders via the company's Permit Settings. 
• CO™ Mobile App: The Permit Tracking feature is available via the mobile app. However, managing permit reminders is currently exclusively available through browser access to ConstructionOnline.

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.