User Guide: Citizen Portal Permit Lifecycle

Last updated: January 15, 2026

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Overview

This guide walks you through the complete permit application lifecycle in the Citizen Portal—from initial application through project completion and permit closeout.

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Permit Application Lifecycle

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Step 1: Creating Your Account

New User Registration

1. Visit the Permits Portal
2. Click "Create Account" or "Register"
3. Enter your information:
   • Full name
   • Email address (will be your username)
   • Phone number
   • Create password (follow requirements)
4. Verify your email by clicking the link sent to you
5. Complete your profile with address and contact preferences

Returning Users

1. Click "Sign In"
2. Enter your email and password
3. If you forgot your password, click "Forgot Password" for reset instructions

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Step 2: Starting a New Application

Finding the Right Permit Type

1. From your dashboard, click "Create Application" or select a service category
2. Available permit categories in the sidebar:
   • Building - Construction, additions, renovations
   • Fire - Fire alarm, sprinkler systems
   • Licenses - Professional licenses
3. Or use the dashboard service cards which show:
   • Building - Search Applications, Create Application, Schedule an Inspection
   • Fire - Search Applications, Create Application, Schedule an Inspection
   • Licenses - Search Applications, Create Application
   • Enforcement - Create a Sign Complaint, Search Sign Complaints
4. Select the specific permit type from the list
5. Read the description and requirements
6. Click "Create Application"

Before You Begin

Have these ready:

• Property address or parcel information
• Project description and scope
• Contractor information (if using one)
• Building plans (if required)
• Site plan (if required)
• Cost estimates

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Step 3: Completing the Application Form

Multi-Step Form Navigation

Applications use a step-by-step form:

Common Form Sections

Project Information:

• Project description
• Type of work (new, alteration, repair)
• Estimated cost
• Start date
• Completion date

Property Information:

• Use the APO field to search and select your property
• Verify address, parcel, and owner information
• See: APO Property Selection Guide

Contractor Information:

• Owner as contractor (if doing work yourself)
• Licensed contractor details
• MHIC license number (if applicable)

Project Details:

• Specific to permit type
• Building dimensions, materials, systems
• Scope of work details

Saving Your Progress

• Click "Save" or "Save & Continue Later" to save draft
• You can return to incomplete applications from your dashboard
• Saved applications appear as "Draft" status

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Step 4: Uploading Documents

Required Documents

Each permit type specifies required documents:

How to Upload

1. Navigate to the Documents section/step
2. Click "Upload" or "Add Document"
3. Select file from your computer
4. Choose document type/category
5. Add description (optional)
6. Repeat for additional documents

File Requirements

• Formats: PDF, JPG, PNG, DOC/DOCX
• Size Limit: Check portal for maximum file size
• Quality: Ensure plans are legible and to scale
• Naming: Use clear, descriptive filenames

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Step 5: Submitting Your Application

Review Before Submit

Before submitting:

1. Navigate to the Review step
2. Check all entered information
3. Verify all required documents are uploaded
4. Review fee estimate (if shown)
5. Read and accept terms and conditions

Submit Application

1. Click "Submit Application"
2. Receive confirmation number
3. Application status changes to "Submitted"
4. Confirmation email sent to you

What Happens Next

After submission:

• Application enters the review queue
• Staff will review within [X] business days
• You'll be notified of any requests for additional information

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Step 6: Paying Permit Fees

When to Pay

Payment may be required:

• At time of submission
• After initial review approval
• Before permit issuance

Payment Process

1. Go to your application → Payments tab
2. Review the fee breakdown
3. Click "Pay Now"
4. Complete payment through secure provider
5. Receive confirmation

See: End-to-End Payment Lifecycle

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Step 7: Application Review

Review Process

Your application goes through:

1. Intake Review - Completeness check
2. Plan Review - Technical review by staff
3. Multi-Department Review - If multiple departments involved
4. Final Approval - Permit ready for issuance

Checking Status

1. Log in to Citizen Portal
2. Navigate to Building, Fire, or Licenses in the sidebar (depending on your permit type)
3. Click the "My Permits" tab to see your applications
4. See current status for each application
5. Click to view details and timeline

Status Meanings

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Step 8: Responding to Staff Requests

Revision Requests

If staff needs additional information:

1. You'll receive an email notification
2. Log in and go to your application
3. Look for "Revision Requested" or similar status
4. Check Activity tab for specific requests
5. Make corrections or upload additional documents
6. Submit your response

Common Requests

• Missing Information - Fill in required fields
• Document Updates - Upload revised plans
• Clarification - Provide written explanation
• Additional Documents - Submit requested items

Tips for Quick Resolution

1. Read the full request carefully
2. Address each item specifically
3. Upload clear, complete documents
4. Add notes explaining your changes
5. Submit promptly to avoid delays

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Step 9: Permit Approval & Issuance

When Approved

1. Receive approval notification (email)
2. Pay any remaining fees (if not already paid)
3. Permit status changes to "Issued"
4. Download your permit document

Permit Document

Your issued permit includes:

• Permit number
• Property address
• Scope of work
• Conditions of approval
• Expiration date
• Required inspections

Display Requirements

Post your permit visibly at the job site as required by code.

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Step 10: Scheduling Inspections

Required Inspections

Your permit specifies required inspections. Common examples:

How to Schedule

1. Go to your permit record
2. Navigate to Inspections tab
3. Click "Schedule Inspection"
4. Select inspection type
5. Choose preferred date and time slot
6. Confirm your property address
7. Add any special notes
8. Submit request

See: Inspector Scheduling Guide

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Step 11: Completing Inspections

Preparing for Inspection

• Work must be ready for inspection type scheduled
• Ensure site is accessible
• Have permit visible
• Be available or designate a contact person

Inspection Results

After inspection:

• Passed - Work approved, proceed to next step
• Failed - Corrections needed, re-inspection required
• Partial Pass - Some items passed, some need attention

Re-Inspections

If inspection fails:

1. Review inspector comments
2. Make required corrections
3. Schedule re-inspection
4. Additional fees may apply

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Step 12: Permit Closeout

Final Inspection

1. Schedule your Final Inspection
2. All previous inspections must be passed
3. Inspector verifies completed work

Certificate of Occupancy

For new construction or major renovations:

• Upon final approval, Certificate of Occupancy issued
• Required before occupying the structure

Permit Closure

1. Final inspection passes
2. Permit status changes to "Completed" or "Closed"
3. Project complete in county records

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Managing Multiple Permits

Dashboard View

Your dashboard shows:

• Welcome message with your name
• Service category cards (Building, Fire, Licenses, Enforcement)
• Your Inspections section showing upcoming inspections

Accessing Your Permits

To see all your permits:

1. Click Building, Fire, or Licenses in the sidebar
2. Click the "My Permits" tab
3. View your applications for that category

Viewing Public Records

The "All Permits" tab on each page shows public permit records searchable by anyone.

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Getting Help

In-Portal Resources

• FAQ - Common questions and answers
• Help - Context-sensitive guidance
• Contact - Staff contact information

Contacting County Staff

• Email: [Permitting email]
• Phone: [Permitting phone]
• Office Hours: [Hours and location]

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Related Features

• User Accounts & Profile - Managing your account
• APO Property Selection - Selecting your property
• Payment Lifecycle - Complete payment process
• Inspection Scheduling - Booking inspections

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For additional assistance, contact your System Administrator.