Who is this article for?

Administrators responsible for managing permits.

Administrator role and Permits module access are required.

This article explains how to configure notifications, compliance links, special conditions, role access, and optional fields for permit types in the system.

1. Understanding notifications and compliance links

The notifications and compliance settings control how the system sends expiration reminders and links inspection templates to permit types.

Enable Permit Expiration Notifications sends emails when permits expire. You can configure multiple reminders (First, Second, Third) to ensure users receive adequate notice.

Select Inspection Template for Permit links an inspection template to a specific permit type. When amending a permit, the system displays related User and Group inspections, but excludes Room and Asset inspections.

2. Configuring special conditions and role access

Special conditions allow you to standardise permit requirements, whilst role access settings control who can reassign forms and access specific permits.

Show Permit Special Conditions displays a pre-configured field for selecting standard conditions. This setting is not available for radiation permits.

Permit Special Conditions provides a dropdown list of reusable conditions, eliminating the need to retype common requirements.

Allow Permit Form Reassignment Role grants non-administrator roles permission to reassign submitted forms to different reviewers or approvers.

Form Question to Define Access Role Permission links permit access to a specific form response, such as Department or Principal Investigator. This setting must match your Access Role configuration to function correctly.

3. Setting optional fields and instructions

Optional fields and instructions help you customise the permit application experience for users.

Permit Instructions allows you to add custom guidance that displays specifically for this permit type, helping users complete applications correctly.

Enable Transfer Permit allows users to transfer a permit between different users or entities when circumstances change.

Form, PDF, and Kiosk Options controls how and where users can submit permit applications, including online forms, PDF submissions, or physical kiosk terminals.

4. Following best practices for permit configuration

Tip: When configuring a permit type, start simple by enabling only the features you need, then expand as requirements grow. Test as a non-administrator to confirm forms, visibility, and workflows match expectations. Document committee and notification settings, as these are the most common causes of missed approvals in live environments.

Example scenarios:

• A construction EHS lead might use a "Confined Space" permit type with anonymous review to protect safety inspectors and auto-expiration after six months
• A university radiation safety officer may link inspection templates to the "Radiation Use" permit to ensure all amendments pull in relevant past inspections