An applicant portal is set up for each applicant as soon as they submit an application. They can use the Reference Number and PIN associated with their application to lookup their portal, but 99% of the time applicants access their portal by clicking on links within automated emails.
How Automatic Emails Work (The Links They Need)
Understanding that links are sent automatically helps you guide applicants. Nearly all automatic emails from Civic Review contain a direct link that takes the applicant straight to their portal. These emails are typically sent in the following scenarios:
Application submission confirmation.
Time for fee payment (including reminders).
Final approval of the application.
Any time you send them a message or require action during a plan review.
Using the Messages Section
For almost any situation where an applicant needs you to manually send them a link to their portal, the Messages section within their application is your go-to solution.
For All General Applications (Payments, Status Updates, etc.)
If an applicant needs portal access for any reason (e.g., they lost the initial email, need to pay fees, or check a status), you can manually resend them a link by sending a new message within the portal:
Navigate to the applicant's license/permit
Go to the Messages section.
Send them a new message.
Any new message sent through this section will send them an email containing a link that takes the applicant directly to their corresponding portal view.
Note on Fee Reminders: Civic Review automatically sends three payment reminder emails. You only need to use the Messages section for manual reminders if these automated emails fail to get a response.
For Renewal Emails (Unique Process)
Renewal emails have a slightly different process. Before resending, you should confirm the automated Renewal Timeline to make sure that the application's renewal period has started and ensure the applicant's email address is correct.
Applicants Who Haven't Started Yet: If the applicant has not yet begun the renewal process, you may see a dedicated button to resend the initial reminder.
General Renewal Access: If the dedicated button isn't available, or the applicant claims to have missed the email, you can always send them a message in the Messages section. This will provide them with a fresh link to their portal where they can begin or continue the renewal process.