As an applicant navigates the approval and renewal processes, they'll receive automated email notifications to keep them updated on the status of their application. These emails are designed to be concise and informative, providing a brief overview of their current status and directing them to their applicant portal for more detailed information.
Right after submittal:
As soon as an applicant submits their application they receive this email. It will contain a link to their portal and also encourage them to pay fees if there are any initial fees due.
After Pre-approval if fees are due:
If your workflow includes department reviews then staff will have a Pre-Review step to ensure the application is accurate and complete before sending it on to the departments. If your payment timing is set to "After Pre-Approval" then the applicant will get this email as soon as you approve the pre-review step.
Once they pay the fees the system will tie in the department reviewers.
Please note that an email is not triggered after the pre-review if there are no fees configured for that payment timing slot.
If you send a message:
As soon as you send a message from within the portal the applicant is notified with this email. You'll also receive an email if the applicant responds to your comment.
Payment reminder:
If payment is needed, the applicant will receive three reminder emails (spaced about a week apart) prompting them to submit the needed fee payment.
If a Plan Review is Needed:
This email is sent out to department reviewers who are tied in on a plan review. When they click the link it will pull up the associated plan review page.
After Final approval:
After the final approval of an application is given, the applicant receives an email. Depending on your settings this email can instruct them to pay additional fees, view/print documents, or schedule inspections.
Renewals:
If an application is approved and becomes eligible for renewal, the applicant will receive a series of automated emails to guide them through the renewal process. These emails can be viewed in the Renew Timeline, and may include:
Renewal Notice:
Renewal Reminder & Late Fee Notification:
Inspections:
There are a few automated emails that are specific to the Inspection App.
Inspection Requested:
When an applicant requests an inspection staff can be notified so they can go in and schedule it on an inspector's calendar. Here's the email they receive:
Inspection Scheduled:
By default, once you schedule an inspection on an inspector's calendar it will send the applicant a confirmation email.
These emails can be un-configured within each inspection type.
The automated email notifications provide a clear and efficient way to keep applicants informed throughout the entire application and renewal process. By providing timely updates and directing applicants to their portal, these emails help streamline the process and ensure a smooth experience.