Managing Online Renewals
Civic Review is set up to automatically send renewal notification to the applicant and notify staff when action is needed on their part. This guide provides a step-by-step walkthrough for common scenarios you may encounter while handling online renewals.
Scenario 1: Handling a Closure Request
If an applicant no longer needs a license, they can notify you during renewals by hitting the "Closure Requested" button within their renewal portal.
Notification: You will be notified of the closure request.
Action: On the permit record, you will see the reason for the closure. You can then choose to Deactivate Permit or Cancel Request.
Scenario 2: Handling Renewals with Information Changes
When an applicant updates their information during the renewal process, their request is paused until a staff member approves the changes.
Step 1: Locate Awaiting Renewals
In the left-hand navigation, click on "Renewing" to see a list of permits that have started the renewal process.
Filter this list to find permits that are "Awaiting Approval" to quickly view all renewals with changes.
Step 2: Review the Changes
On the permit record, a message will indicate that the renewal is awaiting approval.
Scroll down to the "Permit Details" section. Any changes made by the applicant will be highlighted in brown.
If the applicant completed a renewal questionnaire, that information will appear below the "Permit Details" section.
Step 3: Adjust Fees (if necessary)
Important: Fees are not automatically updated when an applicant changes information. You must manually refresh them.
Click the View/Edit button on the fees section.
Click the Refresh Fees button to recalculate and reassign fees based on the new data. This is crucial for fees tied to factors like number of employees, income, or square footage.
This should recalculate and reassign fees based on the current data we now have on record.
Step 4: Approve the Changes
Once you have reviewed the changes and updated the fees, return to the main screen.
Approve the changes by clicking the approved button. This will trigger an automated email to the applicant, prompting them to pay the updated fees.
Scenario 3: Finalizing a Completed Renewal
After a renewal is complete (and fees are paid), you may need to issue a certificate.
Automated Option: Many organizations allow applicants to print their own certificates. This setting is available in the certificate editor.
Manual Printing: If you're responsible for manually sending certificates you can either print the certificate within the individual application, or mass print for all applications approved in the last week or so. To mass print follow the instructions below:
Go to the "ALL" permits section.
Set up a filter to find completed renewals.
Save this filter as a view for easy access.
Click on "CERTIFICATES" to print the appropriate certificate in bulk.
