Calendar Permissions & Role-Based Access

The the permitting system uses role-based permissions to control who can view, create, modify, and manage calendar appointments and inspections. This ensures appropriate access while maintaining data security.

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User Roles & Access Levels

Role Hierarchy

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Citizen Access (Guest)

What Guests Can Do

Unauthenticated visitors can:

• View public calendar availability
• See available time slots
• See inspection type options
• View permit requirements

What Guests Cannot Do

• Book appointments (login required)
• See inspector names
• Access detailed schedules
• View other applicants' appointments

Sidebar Visibility

Guest users see:

• Dashboard
• Building (public view)
• Fire (public view)
• Licenses (public view)

Note: The Inspections menu item is hidden for guests.

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Citizen Access (Authenticated)

What Authenticated Citizens Can Do

Logged-in applicants can:

• View their own scheduled inspections
• Schedule new inspections for their permits
• Reschedule their appointments (within rules)
• Cancel their appointments (within rules)
• View inspection results
• See assigned inspector information

What Authenticated Citizens Cannot Do

• View other applicants' appointments
• Modify appointments outside reschedule window
• Access staff calendars
• Change inspector assignments
• Book inspections for others' permits

Portal Navigation

Authenticated citizens see:

• Your applications list on Building/Fire/Licenses pages
• Inspections menu in sidebar
• Schedule Inspection option within permit records
• Your Inspections section on dashboard

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Inspector Access

What Inspectors Can Do

Field inspectors can:

• View their assigned inspections
• View daily/weekly schedule
• Access route optimization
• Update inspection status
• Add notes and photos
• Request reassignment (before cutoff)
• View permit details for assignments

What Inspectors Cannot Do

• View other inspectors' full schedules
• Reassign to other inspectors directly
• Modify calendar configuration
• Cancel appointments on behalf of citizens
• Access administrative settings

Inspector Dashboard

Inspectors see:

• Their daily assignments
• Route map with locations
• Inspection details
• Status update options
• Navigation links

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Manager Access

What Managers Can Do

Supervisors and managers can:

• View all inspectors' schedules
• View all appointments
• Reassign inspections between inspectors
• Handle reassignment requests
• Perform bulk actions
• Generate reports
• Override standard rules
• Block dates/times
• Adjust capacity settings

What Managers Cannot Do

• Modify system configuration
• Delete calendar types
• Change permission settings
• Access other departments (unless granted)

Manager Dashboard

Managers see:

• Team workload overview
• Pending reassignment requests
• Coverage gaps
• Route map for all inspectors
• Bulk action options
• Reporting tools

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Administrator Access

What Admins Can Do

Administrators have full access:

• All manager capabilities
• Create/edit/delete calendars
• Configure time slots
• Set capacity limits
• Define inspection types
• Manage tax map zones
• Configure permissions
• System settings
• User role assignments

Configuration Areas

Admins can configure:

• Calendar availability (days, hours)
• Service menu (inspection types)
• Inspector assignments by zone
• Booking rules (notice, window)
• Fee configurations
• Notification settings
• Holiday/blocked dates

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Permission by Action

Viewing Appointments

Managing Appointments

Configuration

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Department-Based Access

Multi-Department Considerations

Users may have different access in different departments:

Example:

• Inspector may have Building Inspector role but not Fire Inspector
• Manager may oversee Building and Electrical but not Health
• Citizens only see their own permits regardless of department

Cross-Department Visibility

• Inspectors only see their assigned calendars
• Managers see calendars they supervise
• Admins can see all departments
• Citizens see their permits across departments

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Calendar-Specific Permissions

Per-Calendar Settings

Each calendar type can have specific permissions:

• Who can book appointments
• Who can view appointments
• Who can modify appointments
• Public visibility settings

Example: Building Inspections Calendar

• Citizens: Can book, reschedule, cancel own appointments
• Inspectors: Can view assigned, update status
• Managers: Full access to all appointments
• Public: Can see availability but not details

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Troubleshooting Permissions

For Citizens

Q: I can't see my scheduled inspections. A: Ensure you're logged in. Your applications and the Inspections menu only appear for authenticated users.

Q: I can't schedule an inspection for my permit. A: Check:

• Permit status allows scheduling
• Payment completed (if required)
• You're logged in as the permit applicant
• Inspection type is available for your permit

For Inspectors

Q: I can't see my daily schedule. A: Verify:

• You're logged into the correct account
• You have inspector role assigned
• You're assigned to active calendars
• Contact your manager if issues persist

Q: I can't update an inspection status. A: The inspection may be:

• Not assigned to you
• Already completed
• Locked by manager

For Managers

Q: I can't reassign inspections. A: Check:

• You have manager role for this calendar
• Inspection isn't completed
• Target inspector is available and eligible

Q: I can't see all inspectors. A: You may only have access to your department's inspectors. Contact admin if you need broader access.

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Best Practices

For Administrators

1. Principle of least privilege - Grant minimum necessary access
2. Regular audits - Review permissions periodically
3. Role separation - Keep inspector and manager roles distinct
4. Documentation - Document custom permission configurations
5. Testing - Verify permissions after changes

For Managers

1. Know your access - Understand what you can/cannot do
2. Escalate appropriately - Contact admin for system changes
3. Monitor activity - Watch for unusual patterns
4. Support team - Help inspectors with access issues

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Related Features

• Inspector Assignment & Reassignment
• Audit Logs & History
• Zone Management