Permit Search

InThis Parkingarticle Management, hover overdescribes the Permit Search tool, a central hub for finding, managing, and reporting on all parking permits. Its primary purpose is to provide administrators with detailed search capabilities and a suite of actions for managing permit visibility, user assignments, and communications. This guide is intended for OPS-COM administrators.

Using this Feature

This tool is a standard administrative feature and does not require any specific configuration. It utilizes the existing permit and user data within the system. The Permit Search page allows you to find specific groups of permits and then perform a variety of bulk and individual management actions.

Performing a Permit Search

1. Go to Permit Management icon and click 'Permit Search':
   .

   

2. Enter your desired criteria in the search criteria.fields.

   If
you
3. are

   Optionally, lookingenable forthe Archived Permit Data, enable the checkbox.  Click the 'Retrieve' button.  The results will display below the search criteria.

   

   Toggle More Options

   Additional permit search options can be found under the "Toggle More Options" button and you can pin these additional options so they appear on the default permit search page next time without having to go into the toggle more options area.

   Example:

   

   Include Only Active

   You are also able to search by active permits only using theor Include Only Active Permits checkcheckboxes box.to
   
   refine your search.

4. Click the Toggle More Options button to reveal additional search filters that can be pinned to your default view.

5. Click the Retrieve button to generate the results.

Understanding the Permit Counts Legend

At the top of the search results, a legend provides a quick overview of the permits found:

• Total: Total number of permits found by your search criteria.

• Requested: A user is associated with the permit, but no payment has been initiated.

• Rented/Reserved: A payment is associated with the permit, but it may not be fully processed yet.

• Visible To User: The permit is available for purchase and has no user associated with it.

• Visible to Admins: The permit is hidden from users and has no user associated with it.

• Unavailable: The permit's state is not set to Good, Valid, or Usable.

Performing Bulk Actions and Reports

• From the drop-down menu allowsat administratorsthe top of the results, select a report or action to pick from a variety of reportsapply to beall generated.permits Selectin the reportlist.

  you
want
• and click

  Click the 'Perform Selected Action' button.button to proceed.

  The reports include:

  • Available

    • actions include: Generate Mailing List, (from listed data)
    • Generate User Usage Report
    ,
    • Send Email to Permit Users
    ,
    • Generate Status Report
    ,
    • and Generate Permits for Printing
    .

  Managing Individual Permits in the Results List

  • ThePermit ClockNumber: Click the link displaysin this column to open the Parking Permit HistoryInformation screenscreen, thatwhere showsyou can manage the entirePermit permit historyState and view associated user and payment details.

  • Clock Icon (History): Click this icon to view the permit's complete transaction and user rental history.

  • Reserved/Rented: Click the user's name in this column to view their details, with links to thetheir permitprofile detailsor andto transactionsend historyan for that specific permit. If the permit has been rented by more than one user, you will see more than one user listed here.email.

  • The Toggle Availability: column indicates whether or not that specific permit is visible on the user side. IfUse the checkbox isin enabled,this thecolumn to control if a permit is visible to purchase. If the checkbox is disabled, the permit is not visibleusers for purchase. Permits can be marked 'Visible' individually or in bulk by usingUse the 'Mark all Available'Available or 'Mark all Not Available'Available buttons.buttons for bulk changes, then click Update Records to save.

  • Release: Click thethis 'Update Records' buttonlink to save any changes made.

    The Reserved/Rented link displays details about the user who has reserved/renteddisassociate the permit withfrom aits current user, making it available for resale.

  • Switch: Click this link to view/edit their profile and a link to email the specific user. Reserved means thatchange the permit hasnumber beenassociated requestedwith butthe therecurrent isuser.

    no
    payment
  made
  or

  Best promisePractices to& payConsiderations

  on
  file
  yet.
  • Releasing Renteda meanspermit does not automatically refund the user. This action only disassociates the permit hasfrom beenthe reserveduser. andIf a promise to payrefund is onrequired, file.
    you
    must

    also

    perform a separate financial adjustment.
    • Understand the difference between permit statuses: Requested is whenmeans a user has selected an item but has not yet selectedchosen howa itpayment willmethod. be paid for
    • Reserved is whenmeans there is an associated unprocessed payment (promise to pay;pay, eg.e.g., cheque)
    .
    • Rented is whenmeans the payment is processed and linked to a processed paymentprocessed.

    
    Permit Counts Explained

    When viewing your Permits either in permit search or

  • Use the listingToggle inMore Permit Allocate there is a legend across the top that indicates a count for various states of permits in the lot.
    
    
    • Total = Total found by search
    • Requested = State is Good, Payment is Null, User associated to permit
    • Rented/Reserved = State is Good, Payment associated (doesn't have to be processed)
    • Visible To User = State is Good, Lot & Permit is Visible, No user associated
    • Visible to Admins = State is Good, Lot OR Permit is Hidden, No User associated
    • There's an option that is available that may show another number with Visible to Admins:
      State is Good, Lot OR Permit is Hidden, User IS associated.
    • Unavailable = State is Not Good or Valid Or Usable.

    

    The Release link allows administrators to disassociate a permit from a user. This allows it to be resold.

    Take Note

    Releasing a permit does not affect the payment transaction. If money needs to be refunded, administrators must do a financial adjustment as well.

    The switch link allows administrators to change the permit number associated with a user. The Permit Number link displays the 'Parking Permit Information' screen. On this screen you can change the Permit State and look at the User Profile associated with this permit. You can also see the Payment Details. If the payment has been received you can click on the 'Processed Date' link to view more details. Click the 'Update Permit State'Options button to savepin anyfrequently changesused yousearch make.filters

    to

    

    your
    default view. This saves time and customizes the search page to your workflow.