Licensed Professional Approval Workflow

The Licensed Professional feature allows contractors, engineers, and other licensed professionals to register their professional licenses within the the permitting system. Once registered and verified by permitting staff, these licenses can be used when applying for permits that require licensed professionals.

Key Benefits

---

For Citizens/Applicants: Registering Your License

Accessing License Management

1. Log in to the Citizen Portal
2. Click on your profile icon (top right)
3. Select Account Settings or Profile
4. Navigate to the Licenses Info tab in the sidebar

Understanding the License Page

The Licenses page displays two sections:

Adding a New License

1. From the Licenses Info page, click "Add a License"
2. Complete the license registration form:

Required Information:

1. Review all information for accuracy
2. Click "Submit" to send for verification

Supported File Formats

When uploading your license document:

• PDF - Preferred for multi-page documents
• JPG/JPEG - Photos of license
• PNG - Scanned images
• SVG - Vector graphics (if applicable)

Tip: Ensure the uploaded document is clear, legible, and shows all required information including license number, name, and expiration date.

License Status Workflow

After submission, your license goes through these stages:

Possible Outcomes:

• Approved - License moves to Active Licenses
• Denied - You receive the reason and can resubmit
• More Info Required - You receive a request and can update

License Status Meanings

Viewing License Details

For any license in your list:

1. Click the three-dot menu on the license card
2. Select "View" to see full details
3. Modal displays:
   • License name and type
   • Issuing agency
   • Issue and expiration dates
   • Date of signature
   • License document preview
   • Current status

Renewing a License

When your license is approaching expiration:

1. Navigate to Licenses Info in your profile
2. Click "Renew a License"
3. Select the license to renew
4. Update information as needed:
   • New expiration date
   • Updated license document
5. Submit for re-verification

Note: You'll receive automatic reminders 30 days before license expiration.

---

For Citizens/Applicants: Using Licenses in Permit Applications

Selecting Your License on a Permit

When applying for a permit that requires a licensed professional:

1. Start your permit application
2. At the Licensed Professional field:
   • Your licenses appear if you're the professional
   • Select the appropriate license from the dropdown
3. Only Active (approved) licenses are available for selection

Adding a Different Professional

If you're the property owner but not the licensed professional:

1. In the Licensed Professional field, click "Search"
2. Search by:
   • Professional's name
   • License number
   • Company name
3. Select from search results (only Active licenses shown)
4. If not found, click "Add New Professional" to invite them

License Requirements by Permit Type

Some permits require specific license types:

Note: Permit types may be restricted if you don't have the required license on file. Contact the county for clarification on specific requirements.

---

For Staff: Reviewing License Submissions

Accessing the License Review Queue

1. Log in to the Entity Manager application
2. Navigate to the Licensed Professionals entity
3. Go to the Pending Verification view/dashboard
4. See all licenses awaiting review

License Review Dashboard

The dashboard displays:

• Submission date
• Applicant name
• License type
• Uploaded documents
• Current status

Reviewing a License Submission

For each pending license:

1. Open the record by clicking on it

2. Review submitted information:

   • License holder name
   • License type and number
   • Issuing agency
   • Issue and expiration dates
   • Uploaded license document

3. Verify the license:

   • Open the license document
   • Cross-reference with issuing agency (if available)
   • Verify expiration date is valid
   • Confirm name matches submission

Verification Resources

Use these resources to verify licenses:

Note: Links to certifying body verification URLs may be provided in the system configuration.

Approval Actions

After reviewing, take one of these actions:

Approve License

1. Verify all information is correct
2. Click "Approve" or set status to "Approved"
3. Add approval notes (optional)
4. Save the record
5. Applicant receives approval notification
6. License moves to "Active Licenses" in applicant's profile

Deny License

1. Identify the issue(s) with the submission
2. Click "Deny" or set status to "Denied"
3. Required: Enter denial reason
   • Be specific and actionable
   • Example: "License number does not match issuing agency records"
4. Save the record
5. Applicant receives denial notification with reason

Request More Information

1. Identify missing or unclear information
2. Click "Request Info" or set status to "More Info Required"
3. Required: Specify what is needed
   • Example: "Please upload a clearer image of your license showing the license number"
4. Save the record
5. Applicant receives notification to update their submission

Staff Notes and Comments

When reviewing:

• Add internal notes visible only to staff
• Document verification steps taken
• Note any concerns or special circumstances
• All actions are logged in the audit trail

---

For Staff: Managing Existing Licenses

Monitoring Expiring Licenses

1. Navigate to Licensed Professionals entity
2. Use the Expiring Soon view/filter
3. See licenses expiring within 30/60/90 days
4. Contact professionals about renewal if needed

Revoking a License

If a license must be revoked:

1. Open the license record
2. Change status to "Revoked"
3. Enter revocation reason
4. Save the record
5. Professional receives notification
6. License no longer appears in Active Licenses
7. License cannot be used on new permit applications

When to Revoke:

• License reported as fraudulent
• Issuing agency confirms revocation
• Disciplinary action by licensing board
• Professional requests removal

Reactivating a License

If a revoked license should be reactivated:

1. Open the license record
2. Verify the issue has been resolved
3. Change status to "Approved"
4. Add notes explaining reactivation
5. Save the record
6. Professional receives notification
7. License returns to Active status

---

Automated Notifications

For Applicants

For Staff

---

License Types

Available License Categories

Note: Additional license types may be configured by administrators based on county requirements.

---

Troubleshooting

For Applicants

Q: I submitted my license but it's not showing in Active Licenses. A: New submissions require staff verification. Check the "License Requests" section for status. Verification typically takes 1-3 business days.

Q: My license was denied. What do I do? A: Review the denial reason in your notification email. Address the issue and resubmit through "Add a License" with corrected information.

Q: I can't select my license on a permit application. A: Only "Active" (approved) licenses can be used. Check your license status in Profile > Licenses Info. If pending, wait for approval. If denied, resubmit.

Q: My license is about to expire. How do I renew? A: Click "Renew a License" in your Licenses Info page, update the expiration date and upload the renewed license document.

Q: I uploaded the wrong document. Can I change it? A: If your license is still pending, you may be able to update it. If already approved, add a new license or contact permitting staff.

Q: The license type I need isn't in the list. A: Contact the permitting office to request additional license types or clarify which existing type applies to your situation.

For Staff

Q: How do I verify a license from another state? A: Each state has licensing board websites. Search for "[State] [License Type] license verification" or contact the issuing agency directly.

Q: The applicant disputes my denial. What do I do? A: Review the original submission again. If the denial was in error, you can update the status to Approved. If not, provide additional clarification to the applicant.

Q: I need to approve multiple licenses quickly. Is there a bulk option? A: Check if your system has bulk actions enabled in the license dashboard. Otherwise, process each individually to ensure proper verification.

Q: A license was approved but should have been denied. Can I change it? A: Yes, you can change an approved license to Revoked status with an explanation. The professional will be notified.

---

Best Practices

For Applicants

1. Submit clear documents - Ensure license image is readable
2. Double-check information - Verify all dates and names
3. Renew promptly - Don't wait until expiration
4. Keep records - Save confirmation emails
5. Update promptly - Respond to info requests quickly

For Staff

1. Verify independently - Don't rely solely on submitted documents
2. Be specific - Provide clear reasons for denials
3. Document everything - Add notes for audit trail
4. Process promptly - Don't let requests sit too long
5. Use resources - Leverage verification websites

---

Related Features

• User Accounts & Profile
• Citizen Portal Lifecycle
• Audit Logs & History
• Automated Reminders