Updated: November 26, 2013
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Blackout Dates
Blackout dates are global, district-wide dates, or specific days of the week, during which facilities cannot be requested. By configuring blackout dates, the dates or days of the week configured cannot be selected in the date picker (i.e. the little calendar used by requesters when selecting dates) on the permit application.
Do not allow requests for these days of the week.
Specify any days of the week to blackout entirely. For example, if your district does not allow facilities to be used on Sundays, select the “Sunday” checkbox.
Do not allow requests for these dates
Specify any restricted dates from being selected by requesters on the permit application. For example, to restrict requesters from selecting Christmas Day on the permit application, enter “2012-12-25” in the “Do not allow requests for these dates” field.
Each date must be entered on a single line. For example, the below entries would be the correct format to select Thanksgiving Day, Christmas Day, and New Year’s Day as Blackout Dates:
The above blackout date configuration would result in the below "blacking out" of these dates from the calendar date picker on the new permit application:
General
Display fee calculation to permit requesters?
If enabled, requesters will be presented with the estimated fees on the permit request form. Estimated fees typically only include use fees and custodial fees per your district’s fee schedule and do not include global invoice variables (such as permit processing fees). Select “No” if you do not want your requesters to see estimated fees.
Permit application form with "Display fee calculation to permit requesters" set to "Yes":
Permit application form with "Display fee calculation to permit requesters" set to "No":
Show special requests/equipment field?
If enabled, requesters will be presented with a “Special Requests/Equipment” option on the permit request form to allow them to enter any special requests, including equipment requests. Select “No” if you do not want your requesters to be able to make special requests.
Permit application form with "Show special requests/equipment field" set to "Yes":
Permit application form with "Show special requests/equipment field" set to "No":
Prevent multiple requests for the same facility/time?
Enables the Civic Permits Conflict Detection feature which can be used to prevent requests from being submitted for facilities already reserved for a given date and time.
This setting is used in conjunction with Status Permissions on the Status Definitions page to define the permits status stages that constitute a reservation and the Site Settings page to select what facilities are subject to conflict detection.
Enable insurance policy management?
Enables the Insurance Policy Management feature which is used in conjunction with Role Settings based insurance policy management. Insurance policy management allows a group to upload one insurance policy certificate which is approved by the district along with the effective date and expiration date of the policy added by the district. Each permit request a group makes is then automatically checked against the approved policy and any dates not covered by the insurance policy coverage dates are flagged when the permit application is processed. Read more about the Insurance Policy Management feature.
Note: if insurance policy management is not enabled requesters can attach an insurance policy to the permit requests via the Documents tab if enabled for a given status definition.
Request Lead Time
Enforce a defined lead time in whole days when requesters submit permit applications. Enter a lead time value, in number of days, and the new permit request form will not allow requesters to select a date within the defined lead time inclusive of the current date. For example, if you defined a 10 day lead time, and the current date was November 25, November 25 - December 4 would be greyed out on the permit request form date picker and could not be requested. Keep the value to 0 if you do not want to enforce a lead time.
Note: A request lead time is overridden by the Earliest date that this group can add to a request and Latest date that this group can add to a request settings on the Group Settings page.
Allow public access to calendars?
Activates public calendar sharing so school calendars can be viewed anonymously by sharing calendar URLs (i.e. web addresses). This is needed if schools want to link to facility use calendars from the school website. If this is not enabled, when a user without an account tries to view a school calendar they will be redirected to the login page.
Print QR codes on permits?
If enabled, QR codes will be generated on printed permit which an be scanned by the Civic Permits mobile app to validate the permit.
Print facility terms of use with permits?
If enabled, the facility use terms and conditions for your district is printed along with the permit when a requester prints a permit. (Note: facility use terms and conditions can be edited in the Content settings area.)
Group staff email notifications?
If enabled, all recipients who receive an email notification for a permit request status change will be included in the “To” field of the email message which provided the ability for a recipient to respond to the message via a “Reply All.” Used to share information via email independent of the permit approval process. If this setting is set to No (the default setting) recipients receive individual email notification emails and cannot perform a “Reply All.”
Default state for new addresses
This is the state selected by default when requesters register with Civic Permits.
Name of your district
The name of your district, as entered in this field, will appear throughout Civic Permits including the website footer and email notifications.
Support contact name
This is the person who is responsible for fielding questions and providing support to requesters. The name entered in this field will appear in the website footer and in email notifications as the district’s point of contact for questions regarding the permit process or a particular status of a permit application.
Support contact phone number
Phone number for the support contact; appears in the website footer and in email notifications. Requestors will call this phone number when they have questions.
Support contact email address
Email address for the support contact; linked in the website footer and used in email notifications. Requestors will send emails to this email address when they have questions.
Mail Server
During each step of the permit approval process, Civic Permits sends out email notifications to requesters and other roles. These notifications must be sent via a SMTP relay host, or a mail server. Civic Permits Direct (we are hosting the site for you) customers do not need to adjust these mail server settings. If you are hosting Civic Permits, then your IT department can provide the mail server information required for these fields.
Enable email notifications to be sent to users?
If enabled, email notifications will be sent based on the status definitions and role membership settings.
Outgoing email address
This is the email address that users see when they receive email notifications. Most of the time this address is a “no reply” to address in that users are advised that this email address is only a notification service and the mailbox is not monitored. However, if you want to allow users to reply to the notifications, you can put a “live” email address in this field.
SMTP server
This is the mail server that sends outbound notification emails. Your IT department will provide this information, unless you are a Civic Permits Direct customer.
SMTP server port
This is the port on the SMTP servers that listens for mail traffic. The default is port 25. Your IT department will provide this information, unless you are a Civic Permits Direct customer.
Mailbox user name
Some SMTP servers require a user name and password for security purposes. Your IT department will provide this information, unless you are a Civic Permits Direct customer.
Mailbox password
Some SMTP servers require a user name and password for security purposes. Your IT department will provide this information, unless you are a Civic Permits Direct customer.
Online Payments
Civic Permits allows districts to collect payments for issued invoices via online payments. Currently, only Visa and MasterCard are supported. Your district must have a merchant account and Authorize.net compatible payment gateway to accept online payments. If you need assistance in accepting online payment, Civic Permits consulting is available. Otherwise, your IT department or business office may be able to help. Use the settings below to connect your Civic Permits website to the Authorize.net compatible payment gateway.
Enable online payments?
If enabled, requesters will have the option to pay with a credit card--Visa or MasterCard--when they receive an invoice. This option should only be enabled if you are set up to accept credit cards.
Process transactions in test mode?
Authorize.net payment gateways allow for testing of credit card authorizations without capturing funds. This is useful for testing out the functionality of collecting online payments without actually charging credit cards. This option should only be enabled if your district is set up to accept credit cards and you want to test functionality without charging cards.
Authorize.Net API URL
The URL (secure web address) where Civic Permits communicates with the Authorize.net compatible payment gateway.
API user name
User name used to connect to the Authorize.net compatible payment gateway.
API password
Password used to connect to the Authorize.net compatible payment gateway.
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