Rescheduling, Cancellations, and Bulk Actions

This guide covers how to reschedule or cancel individual inspections, as well as how staff can perform bulk actions for weather events, emergencies, or other situations requiring mass changes.

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For Citizens: Rescheduling Inspections

When You Can Reschedule

You can reschedule an inspection when:

• The inspection is still in "Scheduled" status
• You're within the cancellation/reschedule window (typically 24 hours before)
• The inspection hasn't been marked "In Progress"

How to Reschedule

1. Log in to the Citizen Portal
2. Navigate to Building, Fire, or Licenses (depending on permit type)
3. Select your permit from the list
4. Open your permit record
5. Go to the Inspections tab
6. Find the scheduled inspection
7. Click "Reschedule" or the reschedule icon
8. Select a new date and time slot
9. Confirm the change
10. Receive confirmation email/SMS

Rescheduling Fees

Depending on county policy:

• First reschedule may be free
• Multiple reschedules may incur fees
• Same-day reschedules may have additional charges
• Check your permit type's policy for details

Cancellation Notice Requirements

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For Citizens: Cancelling Inspections

How to Cancel

1. Log in to the Citizen Portal
2. Navigate to the appropriate permit category
3. Select your permit from the list
4. Open your permit record
5. Go to Inspections tab
6. Find the scheduled inspection
7. Click "Cancel" or the cancel icon
8. Confirm cancellation
9. Schedule again when ready

What Happens After Cancellation

• Inspection slot is released
• Inspector is unassigned
• You receive cancellation confirmation
• Permit workflow pauses until rescheduled
• Any cancellation fees are noted

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For Staff: Individual Rescheduling

Rescheduling on Behalf of Citizens

Staff can reschedule inspections when:

• Citizen requests by phone/email
• Schedule conflict identified
• Inspector unavailable
• Weather or safety concerns

Steps:

1. Open the appointment in Calendar App
2. Click "Reschedule"
3. Select new date and time
4. Choose inspector (same or different)
5. Add notes explaining the change
6. Save changes
7. System notifies the citizen

Reassigning to Different Inspector

If just the inspector needs to change (not the date/time):

1. Open the appointment
2. Click "Reassign" or inspector name
3. Select new inspector from available list
4. Save assignment
5. Both inspectors are notified

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For Managers: Bulk Actions

When to Use Bulk Actions

Bulk actions are needed for:

• Weather events - Snow, severe storms, flooding
• Emergencies - Office closures, safety concerns
• System issues - Technical problems affecting scheduling
• Holiday closures - Unexpected closures

Types of Bulk Actions

Performing Bulk Cancellation

For Weather Events:

1. Navigate to Calendar App > Appointments
2. Filter by date range affected
3. Select all appointments (checkbox)
4. Click "Bulk Actions" > "Cancel"
5. Enter cancellation reason (e.g., "Weather closure - snow")
6. Choose notification options:
   • Email applicants
   • SMS applicants
   • Email inspectors
7. Confirm bulk cancellation
8. System processes all cancellations
9. Review results summary

Performing Bulk Reschedule

Moving Appointments:

1. Navigate to Calendar App > Appointments
2. Filter by original date(s)
3. Select appointments to move
4. Click "Bulk Actions" > "Reschedule"
5. Select target date(s)
6. Choose assignment method:
   • Keep original inspectors
   • Auto-reassign based on availability
7. Review changes before confirming
8. Confirm bulk reschedule
9. Citizens receive new appointment confirmations

Bulk Notification

Send notifications without changing appointments:

1. Filter appointments by criteria
2. Select affected appointments
3. Click "Bulk Actions" > "Notify"
4. Compose message
5. Select channels (email, SMS)
6. Send notification

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Weather Event Protocol

Staff Workflow for Weather Closures

1. Decision Point - Manager/supervisor declares closure
2. Filter Appointments - Select affected date(s)
3. Assess Impact - Review appointment count
4. Communicate - Notify staff and inspectors
5. Bulk Cancel - Cancel all appointments
6. Citizen Notification - Send mass notification
7. Document - Log the closure reason
8. Reschedule Plan - Determine how to handle backlog

Sample Weather Notification

Subject: Inspection Cancelled Due to Weather

Your scheduled inspection has been cancelled due to inclement weather.

Original Appointment:

• Date: January 15, 2025
• Time: 9:00 AM
• Type: Foundation Inspection

Please log in to the Citizen Portal to reschedule your inspection. We apologize for any inconvenience.

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Handling Inspection Backlog

After Bulk Cancellation

When multiple inspections are cancelled:

1. Assess Volume - How many need rescheduling?
2. Priority Triage:
   • Emergency/safety inspections first
   • Time-sensitive permits (approaching expiration)
   • Regular inspections by original order
3. Extend Capacity - Consider:
   • Extended hours temporarily
   • Weekend availability
   • Additional inspector assignments
4. Communicate Timeline - Let citizens know expected delays

Citizen Self-Service

After bulk cancellation, encourage citizens to:

1. Log in to the portal
2. View their cancelled inspection
3. Self-schedule new appointment
4. Select from available slots

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Activity Log & Audit Trail

What's Tracked

All schedule changes are logged:

• Original appointment details
• Change type (reschedule, cancel, reassign)
• Who made the change
• When the change was made
• Reason provided
• Notification status

Viewing History

Staff can view appointment history:

1. Open the appointment
2. Go to Activity Log or History tab
3. See complete change history
4. Export for reporting if needed

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Troubleshooting

For Citizens

Q: I can't reschedule - the button is grayed out. A: You may be:

• Past the reschedule deadline
• Inspection already in progress
• Inspection completed or cancelled
• Contact staff for assistance

Q: I was charged a rescheduling fee but it was an emergency. A: Contact the permitting office with documentation of the emergency. Fee waivers may be considered.

Q: My inspection was cancelled but I didn't request it. A: Check your email for cancellation reason. Weather events, inspector availability, or permit issues may require cancellations.

For Staff

Q: Bulk action seems stuck or slow. A: Large bulk actions may take time. Don't refresh or retry. If it exceeds 5 minutes, contact IT support.

Q: Some appointments didn't cancel in the bulk action. A: Check the results summary. Some may have been excluded due to:

• Already completed
• Different status
• Missing data

Q: How do I undo a bulk action? A: Bulk actions cannot be automatically undone. You would need to individually reschedule affected appointments or contact system administration.

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Best Practices

For Citizens

1. Reschedule early - Don't wait until the last minute
2. Check notifications - Watch for cancellation notices
3. Have backup dates - Know alternative dates when rescheduling
4. Update contact info - Ensure email/phone are current

For Staff

1. Document reasons - Always note why changes were made
2. Communicate proactively - Notify before closures when possible
3. Plan for backlog - Have a strategy for catching up
4. Test bulk actions - Preview impact before confirming
5. Coordinate with inspectors - Ensure they know about changes

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Related Features

• Inspector Scheduling & Route
• Emergency Handling
• Automated Reminders