User Roles in Civic Permits are used to assign permissions to users and are used in conjunction with Status Definitions (i.e. workflow steps) and User Settings.

By default, Civic Permits has a default role of “Requester” which is the role assigned to all users and allows submission of new permit applications, viewing of permit application statuses, and other permissions defined for the status of the permit application.

Additional Roles are created based on your district’s approval process. Although your Civic Permits Project Leader created your district’s initial roles, districts can create additional or edit existing roles, as needed.

Important Note: Use caution when changing role settings as there is no “undo” feature.  Always test your changes to ensure you obtain the results you want with role permissions. If you need assistance in creating or editing roles, please submit a help desk ticket.

Role Name

The name of the role you are creating (i.e. Risk Manager, Site Coordinator, etc.)

Role Level

The Role Level is only available when creating new roles (not when editing roles). The Role Level specifies whether the role is a Site Role or a District Role.

Site Role: In User Settings, allows for one or more sites to be assigned to users assigned to a site role.

Example:, A Site Coordinator role is assigned to approve a permit application at a school—this is a “Site Role” because this user may need access to more than one school, and the Site Coordinator role allows access to more than one school site. 

Other Site Role examples include Athletic Directors, Theater Directors, and Custodial Supervisors, as these roles are specific to a given site.

District Role: Central role, such a Permit Processor or Risk Manager, which performs approval actions for all permit applications district wide.

Members of this role may create new invoices?

If enabled, the Create Invoice button will appear in the Invoices tab on the Permit Details page for users assigned to this role. This option should only be enabled for users assigned to this role that are assigned the ability to create and edit invoices.

Permitted to add events to the calendar?

When enabled, the Add Event button will appear in the Calendar view for users assigned to this role. This feature allows school-based staff assigned to a Site Role to bypass the permit approval process and book school-affiliated events directly on the calendar.  Users of this role can only add events for sites that they are granted access to on the User Settings page.

Permitted to change application settings?

When enabled, users assigned to this role will have access to the entire Settings area. This option should only be enabled for a role (i.e. Admins) that needs administrative access to configure your district’s Civic Permits website.

Send notification to role members when request status is set to…

When the email notification is enabled on the Mail Server Settings page, notifications are sent to role members when a permit application is set to a certain status. Check one or more status definitions to enable the users assigned to this role to receive email notifications for any given status definition.

Example: You create a Risk Manager Role and had a corresponding “Awaiting Risk Management Review” status definition.  In this case, you would check the option to receive email notifications every time a request is set to the “Awaiting Risk Management Review” status. This allows the members of the Risk Manager role to receive an email notification each time a permit is assigned the “Awaiting Risk Management Review” status.

Note: Email notification text is defined on the Status Definitions page.

Credit Card Payment Notifications

Send a notification to users in a specific role when a credit card payment has been processed.


In the Permissions section of the Role Settings, each Status Definition is listed with a corresponding set of options: View, Set Status, and Edit. Use this area to grant permissions to members of assigned roles to perform actions when a permit application is set to a certain status.

View: Allows the members of the role to view permit applications assigned to the given status.

Set Status: Allows users assigned to the role to change the status of a permit application. When this permission is enabled, a “Statuses That May Be Set” option list appears, which lists the available statuses for selection. Check only the statuses that members of this role may set when a permit application is at the given status.

Edit: Allows users assigned to the role to edit a permit application when the permit application is set to given status. The Edit permission only allows for changing of the permit details tab (i.e. changing dates, times, and facilities requested on a permit application).

Example:, When defining a Site Coordinator Role, a corresponding “Pending School Approval” status is listed in the Permissions area. For this status, grant access to “View”, “Set Status”, and "Edit" for the Site Coordinator role, and check the following statuses under “Set Status”:

“Pending District Approval” and


This will enable users assigned to this role to change the status of permit applications for their sites which are currently in the “Pending School Approval” status to either “Pending District Approval” or “Rejected”. Another option: Assign the Site Coordinator role the “Edit permission”, to enable this role to edit the permit details prior to changing the status.

For example, the following role permissions set for a "Pending School Approval" status:


would produce the following available selections for members of this role when changing the status of a permit request, when the permit request is currently set to the Pending School Approval status.


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