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Permit Management - ParkAdmin

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Permit Search

The Permit Search tool is 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 article is intended for OPS-COM administrators.

Setup and Configuration

This tool is a standard administrative feature and utilizes existing permit and user data within the system. It does not require any specific initial configuration.

Admin Side: Administrators do not need to configure any settings. The search page automatically populates based on your active permit inventory and user assignments.

Using this Feature

Administrators can use the following instructions to find specific groups of permits and perform a variety of bulk and individual management actions.

Performing a Permit Search

  1. Hover over Parking Management and click Permit Search.

  2. Enter your search criteria into the designated fields.

  3. Click the Toggle More Options button to expand additional filters.

  4. Check the Archived Permit Data or Include Only Active Permits checkboxes under the expanded options to refine your search further.

  5. Click the Retrieve button to generate your results.

Visual Cues and Status Indicators

At the top of the search results, a legend provides a quick overview of the permits found based on their status:

Available Actions and Buttons

Administrators can perform actions on both a bulk and individual level directly from the search results page.

Bulk Actions:

  1. Select a report or action from the drop-down menu at the top of the results (e.g., Generate Mailing List, Generate User Usage Report, Send Email to Permit Users, Generate Status Report, Generate Permits for Printing).

  2. Click the Perform Selected Action button to proceed and apply the action to all permits in the current list.

Individual Actions:

Best Practices and Considerations

Permit Switch

This administrative tool allows OPS-COM administrators to manage parking assignments by swapping permit locations or transferring permit ownership between users. This feature is essential for processing permit transfers and updating parking assignments efficiently.

Setup and Configuration

This feature is a standard administrative tool and requires no specific setup or configuration. Its functionality is based on existing user and permit data already present within your OPS-COM environment.

Using this Feature

The Permit Switch tool provides two primary functions for managing permit assignments: swapping permits and moving permits between users.

Swapping Permits

Use this process to exchange permit assignments between two users or to move one user to a different, vacant permit.

  1. Select the lot and permit number for the first permit in the Current Permit fields.

  2. Select the lot and permit number for the second permit in the New Permit Lot fields.

    • Note: Permits already assigned to other users will be highlighted and will display the name of the current owner.

  3. Click the Switch two permits button.

  4. Review the price difference on the confirmation screen and select either the Full Price or Prorated Price radio button.

  5. Enter a mandatory Reason for Action.

  6. Click the Switch User Permit button to finalize the swap.

Moving a Permit from One User to Another

Use this process to transfer ownership of a specific permit from one user to another.

  1. Locate and Select the user who currently holds the permit using the first user search field.

  2. Review the list of their assigned permits that appears.

  3. Select the specific permit you wish to move.

  4. Locate the user who will be receiving the permit in the second user search field that appears.

  5. Click the Move Permit button.

  6. Click Ok in the confirmation dialog to finalize the transfer.

Best Practices and Considerations

Awaiting Payment - Permits

The Awaiting Payment Permits report is an administrative tool used to manage and communicate with users who have pending permit payments. Its primary purpose is to provide administrators with a centralized view of unpaid permit reservations and offer efficient tools for sending payment reminders and processing payments. This article is intended for OPS-COM administrators.

Setup and Configuration

This report is a standard feature of the permit management module and does not require any specific configuration.

Admin Side: Administrators do not need to configure any settings. The report automatically aggregates and displays data based on user permit reservations and their current payment status.

User Side: End-users do not have access to this administrative report, but they will receive the email notifications and payment reminders dispatched from it to their registered email addresses.

Using this Feature

Administrators can use the following instructions to generate the report, filter results, and communicate with users who have outstanding permit payments.

Generating the Report

  1. Hover over Permit Management and click Awaiting Payment.

  2. Wait for the Permits Awaiting Payment screen to load, displaying all users with pending payments.

  3. Click the drop-down menu at the top of the page and select a specific lot to filter the list.

Available Actions and Buttons

The report provides several actions for managing the listed users and their pending payments:

Best Practices and Considerations

Establish a regular cadence (such as weekly or bi-weekly) for reviewing this report and dispatching reminders. Consistent communication helps reduce the number of abandoned reservations and ensures timely revenue collection.

Using the Basic Waitlist Report

The Basic Waitlist Report provides administrators with a centralized view of all users currently on waitlists, organized by parking lot. Its primary purpose is to help manage demand, facilitate user communication, and streamline the process of offering permits to waitlisted individuals. This article is intended for OPS-COM administrators.

Setup and Configuration

Before users can join a waitlist or their data appears in this report, waitlist functionality must be properly configured within your system.

Admin Side:

User Side: You can configure the option to allow users to see their rank on the waitlist.

  1. Hover over System Configuration and click System Settings.

  2. Navigate to the Permits tab and enable the Show Waitlist Rank checkbox.

  3. Refer to the User Experience page for more details on the front-end view.

Using this Feature

Administrators can use the following instructions to access the report and interact with waitlisted user data.

  1. Hover over Permits, hover over Waitlists, and click Waitlist Report.

  2. View or edit details about a user waiting to purchase a permit in a specific lot directly on the Waitlist Report screen.

Key Information Displayed

This screen allows the admin to quickly see:

Visual Cues & Status Indicators: Blue Highlight: The user does not currently have a permit assigned to them. Yellow Highlight: The user does currently have a permit assigned but has not yet purchased it.

Available Actions & Buttons

Best Practices and Considerations

Managed Waitlist

The Managed Waitlist system automates the process of assigning available permits to waitlisted users. Its primary purpose is to reserve available permits, notify designated administrators, and allow them to manually assign the permit to a user within a specific timeframe before it is released back to the waitlist. This article is intended for OPS-COM administrators responsible for managing parking inventory and waitlists.

Setup and Configuration

Before utilizing the managed waitlist, administrators must enable the core system settings and configure waitlists for individual lots.

Admin Side:

  1. Hover over System Configuration and click System Settings.

  2. Click the Permits tab.

  3. Enable the Enable Managed Waitlist checkbox.

  4. Enter admin emails into the Waitlist Email Managers field. Multiple email addresses can be separated by commas. These email addresses will be notified when a permit becomes available for waitlisted users.

  5. Enter the amount of time that is being given to users to purchase permits in the Waitlist Reservation Duration box. This value is measured in days.

Enabling the Managed Waitlist setting makes the core waitlist system active, but you must still explicitly enable waitlists on individual lots for them to be used.

Enabling Waitlists on Individual Lots:

Instructions for enabling waitlists for specific lots can be found on the Pricing & Lot Admin page, under the Standard Permits section. Waitlists can be set up for individual lots or configured as grouped waitlists that cover multiple locations. Configure the Only Allow Waitlist after lot is Full setting to determine whether users will see the option to join a waitlist even before all permits for a designated lot are sold out, or only once the lot reaches full capacity.

Waitlist Email Templates:

There is a standard email template you can configure for communicating with your users. To learn more about working with email templates, refer to the Waitlist Email Templates article.

User Side:

Administrators can configure the option to allow users to see their rank on the waitlist via the public portal.

  1. Hover over System Configuration and click System Settings.

  2. Navigate to the Permits tab and enable the Show Waitlist Rank checkbox.

To see exactly how this appears to the end-user, refer to the User Experience page.

The Managed Waitlist emails sent to users automatically include both the exact purchase deadline date and time to prevent users from losing their spot due to confusion.

Using this Feature

Administrators can use the following instructions to manage waitlist assignments, process extensions, and communicate with users.

Assigning a User a Permit from the Waitlist

When a permit becomes available in a lot with a waitlist, the admin will be notified via the email addresses set up in the Waitlist Email Managers field. The permit will be actively reserved for assignment to users on the waitlist.

  1. Hover over Parking Management, hover over Waitlists, and click Waitlist.

  2. Click the Assign button to associate the selected user to the permit you wish them to have on the Waitlist screen.

Releasing or Extending an Assigned Permit

If the amount of time you set in the Waitlist Reservation Duration passes and the user has not purchased a permit, the admin will be sent an automated email. The admin then has the option to release the permit so it can be assigned again, or to extend the user's time to pay.

  1. Return to the Waitlist page and click the Permit icon beside the target username.

  2. Click the Release Permit button to remove the association, or click the Extend button to add 10 more days directly from the Parking Permit Information page.

Available Actions and Buttons

Administrators can utilize the following buttons from the main Waitlist screen:

Best Practices and Considerations

Single Allocate

The Single Allocate tool allows administrators to add individual permits to a specific parking lot, rather than generating an entire block or range of numbers. Its primary purpose is to help efficiently manage one-off permit additions and make quick inventory adjustments. This guide is intended for OPS-COM administrators.

Setup and Configuration

There is no specific system setup or configuration required to use the Single Allocate feature. It is a standard administrative tool available to users with the appropriate lot and permit management permissions.

Using this Feature

Follow these steps to allocate a single permit number to an existing lot.

  1. Hover over Parking Management and click Lot Administration then Allocate.

  2. Locate the lot you wish to add a permit to on the Permit Number Allocation page.

  3. Click the Add Permits To Lot button.

  4. Enter the desired permit number into the appropriate field on the Add Permits screen.

  5. Click the Add Permits button to finalize the allocation.

A pop-up message will appear on the screen confirming that your changes were successfully made.

Best Practices and Considerations

Permit Allocations

The Permit Allocations module allows administrators to generate, assign, and manage permit numbers within specific parking lots. Its primary purpose is to help effectively control lot inventory, whether you are adding new permit blocks, issuing single permits, or archiving old records. This article serves as a directory for OPS-COM administrators to navigate the various allocation tools.

Setup and Configuration

There is no specific global configuration required to access the allocation tools. These features are standard administrative functions available to users with the appropriate lot management and permit allocation permissions enabled on their account profile.

Using this Feature

The allocation menu provides several distinct utilities depending on your current inventory needs. Because each tool serves a specific function, please navigate to the following wiki articles for detailed, step-by-step instructions:

To access the general allocation dashboard within the system:

  1. Hover over Parking Management and click Lot Administration then Allocate.

  2. Locate the specific lot you wish to manage to begin using the allocation tools.

Best Practices and Considerations

Inventory Audits: Regularly review your lot allocations before the start of a new sales window or academic semester. Archiving unused permits and accurately generating new ranges ensures that your users have a smooth purchasing experience and prevents accidental over-selling.

Permit Sales Window Management

Permit Sales Windows define the specific timeframes during which parking permits can be purchased and when they are valid. Its primary purpose is to help administrators create, configure, and activate sales windows so permits align accurately with organizational academic terms or operational periods. This article is intended for OPS-COM administrators.

Setup and Configuration

Administrators use the Manage Permit Sales Window page to create, configure, and define the dates for sales windows.

Admin Side:

  1. Hover over Parking Management and click Sales Windows.

  2. Click the +Add Sale Window button.

  3. Enter a descriptive name for your sales window in the Name field.

  4. Choose your allocation timeframe from the Allocation Type drop-down menu:

    • Monthly: Used for permits valid on a month-to-month basis.

    • Yearly: Used for full-year or annual permit cycles.

    • Semester: Tailored for academic terms (e.g., Fall, Winter, Spring/Summer).

    • Other / Alternate A / Alternate B: Options for unique or non-standard timeframes that do not fit standard categories.

  5. Enter your Sale Start Date, Permit Start Date, and End Date.

  6. Choose a color for your sales window.

  7. Click the Save Changes button. The newly created sales window will now appear in the list on the Manage Permit Sales Window page.

Defining Key Dates

When creating a new sales window, you must accurately define the following key dates to dictate availability:

Example Scenario: If a sales window is configured with a Sale Start Date of December 29, 2025, a Permit Start Date of January 1, 2026, and an End Date of December 31, 2026, permits can be purchased anytime between December 29, 2025, and December 31, 2026. However, these permits will strictly be valid for parking from January 1, 2026, to December 31, 2026.

User Side: End-users do not configure sales windows. They simply purchase permits during the active windows configured by administrators.

Using this Feature

Once a sales window has been successfully configured, it needs to be made active for permits to be publicly sold.

Activating the Sales Window

  1. Locate the sales window you wish to activate on the Manage Permit Sales Window screen.

  2. Click the drop-down menu in the Active column for that specific sales window.

  3. Choose Active.

If you manually activate a yearly sales window, other existing yearly sales windows will automatically switch to Inactive to prevent system conflicts.

Best Practices and Considerations

Using Permit Proration

The permit proration feature allows administrators to sell a parking permit that is valid for a shortened portion of an active sales window, automatically adjusting the overall cost accordingly. Its primary purpose is to accommodate users who need to begin parking partway through a standard term, such as a student arriving mid-semester or a new employee starting mid-month. This article is intended for OPS-COM administrators responsible for permit sales and lot configuration.

Setup and Configuration

Before an administrator can prorate a permit during checkout, the specific lot must be configured to allow proration.

  1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

  2. Click the specific Lot Name to open the lot settings.

  3. Click the Standard Permits tab.

  4. Enable the Proration checkbox to allow price adjustments for this lot.

  5. Click the Update Lot button to save your changes.

Using this Feature

Once the lot is configured, administrators can prorate a permit directly from a user's profile during the assignment process.

  1. Hover over User Management and click User Search.

  2. Locate the desired user and click their username to open their profile.

  3. Click the Parking tab to begin purchasing a permit.

  4. Click the Standard Parking Permit button for the configured lot. The full price of the permit will be displayed initially.

  5. Select the desired permit number and choose the adjusted start date for the permit.

  6. Verify that the system automatically adjusts the price. A prorated label will appear next to the new cost.

  7. Click the Purchase this Permit button to finalize the transaction.

Visual Cues and Status Indicators

Best Practices and Considerations

Admin Permissions: In addition to configuring the lot, ensure that the administrative user attempting this process has the necessary Proration permission enabled on their specific administrative role profile. If they do not, they will be unable to execute the proration.

Permit Waitlist Feature Overview

The Permit Waitlist feature allows OPS-COM administrators to efficiently manage users waiting to purchase a permit in a specific lot or lot category. Its primary purpose is to save administrative time and ensure a fair, organized allocation process when parking inventory is limited.

Setup and Configuration

Configuration steps vary depending on which waitlist management method your organization chooses to utilize. Detailed setup instructions for each method can be found on their respective wiki pages:

Using this Feature

The OPS-COM Waitlist can be leveraged in two distinct ways depending on your organization's workflow needs.

Basic Waitlist Report

When a user joins a waitlist, administrators can utilize this report to manually track and communicate with waiting users.

Managed Waitlist Functionality

If enabled, this advanced functionality streamlines and automates parts of the permit assignment process for waitlisted users.

Best Practices and Considerations

Selling Permits Using Tablet Kiosks with OPSCOM

The tablet kiosk feature allows organizations to configure a tablet as a dedicated self-service kiosk for selling temporary guest permits. Its primary purpose is to provide a streamlined way for visitors to purchase parking without staff assistance or the need for a personal user account. This article is intended for OPS-COM administrators responsible for facility setup and temporary permit management.

Setup and Configuration

Setting up a kiosk involves three main parts: obtaining the unique booking link for the desired parking lot, enabling Kiosk Compatible Mode within the system, and configuring the physical tablet device to lock it to the booking page.

Part One: Obtain the Guest Permit Link

Each lot configured for temporary permits has a unique URL for guest bookings. You will need this link to set up the kiosk.

  1. Hover over Parking Management, hover over Lot Administration, and click Pricing & Lot Admin.

  2. Click the name of the lot you want to feature on the kiosk.

  3. Click the Temporary Permits tab.

  4. Locate the QR code section and copy the guest permit booking link displayed directly below the code to use in the tablet configuration step.

The lot must be properly configured to sell temporary permits. Detailed instructions can be found on the Pricing & Lot Admin page. You must set prices in the temporary permit section of the lot editor. If left blank, they will be disabled, and users will not be able to pick it as an option (e.g., setting permits available for free for 2 hours, $5 for 3 hours, $8 for 12 hours, and $10 for 24 hours/1 day).

Part Two: Enable Kiosk Compatible Mode in OPSCOM

This system-wide setting optimizes the guest permit workflow for a kiosk environment.

  1. Hover over System Configuration and click System Settings.

  2. Click the General System Settings tab.

  3. Enable the Enable Kiosk Compatible Mode toggle.

  4. Click the Save Settings button.

Enabling this mode makes the following changes only to guest booking pages: After a successful transaction, the user is returned to the initial booking page instead of a receipt page, making it ready for the next user. The main navigation menu, header, and footer are hidden to prevent users from navigating away or attempting to log in on a public device.

Enabling Kiosk Compatible Mode affects all guest permit transactions, not just those from a kiosk. Users purchasing a guest permit via a QR code on their personal device will also be redirected to the start page after payment. We recommend enabling this setting only if you intend to use physical kiosks.

Part Three: Configure the Tablet Device (Android)

To function as a kiosk, the tablet must be locked to the guest permit URL using third-party apps and built-in operating system features. The following steps provide one example of how to achieve this on an Android device.

Step A: Install and Configure a Kiosk Browser App

  1. Open the Google Play Store on your Android tablet and install a kiosk browser application (e.g., Fully Kiosk Browser & Lockdown).

  2. Tap the app to open it and configure its initial settings.

  3. Paste the guest permit link from Part One into the Start URL field.

  4. Enable Fullscreen Mode.

  5. Disable the Show Action Bar and Show Address Bar options.

Explore the app's advanced settings, such as navigating to Web Auto Reload and configuring Auto Reload on Idle. Setting this to 30 or 60 seconds will automatically reset the page for the next user after a period of inactivity.

Step B: Pin the Kiosk App

Pinning the app prevents users from closing it and accessing other tablet functions. You can do this in the device settings.

  1. Ensure the tablet has a security PIN or password enabled in the device's Settings app, typically under the Lock screen settings.

  2. Navigate to Settings, tap Security and privacy, and tap More security settings.

  3. Enable the Pin app option.

  4. Open the kiosk browser app you just configured.

  5. Tap the recent apps button (on most devices, this is an icon with three vertical bars at the bottom of the screen).

  6. Tap the icon appearing above the kiosk app's window and select Pin this app.

The device is now securely locked into the kiosk browser, and the device's PIN will be required to exit the app.

Using this Feature

Once fully configured, the tablet functions strictly as a locked-down, single-purpose device for guest purchases.

End-User Workflow

  1. Approach the tablet, which will already display the permit booking page for the designated lot.

  2. Enter plate information and complete the payment process. The user cannot navigate to other apps, web pages, or system settings during this flow.

  3. View the confirmation message upon successful payment.

  4. Wait for the page to automatically reset to the start of the booking process for the next user in line.

Best Practices and Considerations

Setting Permit State for a Lost or Stolen Permit

This article describes the process for managing a lost or stolen permit. Its primary purpose is to guide administrators through switching a user to a replacement permit and changing the original permit's status to remove it from active circulation. This guide is intended for OPS-COM administrators.

Setup and Configuration

This process utilizes standard administrative search and permit management tools, requiring no specific system configuration to function.

Admin Side: Administrators do not need to configure any special settings to use this feature. The standard permit states are built into the system by default.

User Side: End-users cannot mark their own permits as lost or stolen; they must report the issue directly to an administrator to securely process the replacement and update the permit state.

Setting a permit's state to Lost or Stolen immediately removes it from active circulation. It will no longer be available for purchase or assignment from the Admin Portal, purchase from the User Portal, or selection within the permit switching tool.

Using this Feature

This process is divided into two distinct parts: first, switching the user to a new permit, and second, deactivating the old one.

You must switch the user to a new permit before setting the old permit's state to Lost or Stolen. Failing to do so will prematurely remove the old permit from circulation, making it completely unavailable for the switch process.

Switching the User to a New Permit

Setting the Old Permit State to Lost or Stolen

  1. Use the Quick Search bar again to find the original permit number (e.g., PW21).

  2. Click the permit number link from the search results to open the permit details page.

  3. Click the Permit States drop-down menu and select Lost or Stolen.

  4. Wait for the system to confirm the update. The old permit is now officially out of circulation and will no longer appear in available permit lists.

Best Practices and Considerations

    Altering the Price of Unpaid Standard Permits

    This article describes the process for editing the cost of an unpaid standard permit for a specific user. Its primary purpose is to allow administrators to make one-time price adjustments for a single transaction without affecting the permit's default price for other users. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    For an administrator to use this feature, their user role must have the specific price editing permission enabled.

    Admin Side:

    1. Hover over System Configuration and click Admin Management then Manage Roles.

    2. Select the administrator role you wish to modify.

    3. Locate the permissions list for that specific role.

    4. Enable the Edit Unpaid Permit Cost checkbox.

    5. Save the changes to the role.

    User Side: End-users do not have access to alter permit pricing. They will simply see the final, adjusted price reflected in their cart once an administrator completes the process.

    Using this Feature

    Once the permission is enabled, the price of an unpaid permit can be changed from two different locations in the Admin Portal.

    Editing During Permit Reservation

    1. Click the edit cost button that appears next to the permit price while booking a permit for a user.

    2. Enter the new price and a clear comment explaining the reason for the change in the fields that appear.

    3. Proceed with booking the permit as normal to see the adjusted price reflected in the user's cart.

    Editing from the Permit Information Page

    1. Navigate to the cart and click the permit name link to open the Permit Info Page for a permit that is already in a user's cart but remains unpaid.

    2. Click the edit cost button.

    3. Enter the new price and an explanatory comment.

    4. Click the Update Permit button to save the change.

    All changes made to a permit's price are logged for auditing purposes. You can view these changes in the user's profile under the Recent History and Standard Permit History sections. Any comments entered during the price change will also be directly visible in the notes on the Permit Info Page.

    Best Practices and Considerations

    Releasing a Permit

    The permit release feature allows administrators to remove an active permit assignment from a user profile and return it to the available system inventory. Its primary purpose is to help effectively manage permit cancellations, user account closures, or lot reassignments. This article is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific configuration required to release a permit. This function is a standard administrative tool available to users with the appropriate permit management permissions enabled on their account.

    Using this Feature

    If you already know the specific permit number, you can bypass the initial steps by using the Permit Search tool to locate the permit directly. If you do not know the permit number, follow the steps below starting from the user's profile.

    1. Navigate to the user profile for whom you wish to release a permit. Click the specific permit number located on the user dashboard. 

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    2. Click the permit number again from within the permit detail screen. This will direct you to the permit search screen where the release action can be performed.
    3. Enter a descriptive note in the comment field to track the reason the permit is being released.
    4. Click the Release This Permit button.
    5. Click OK in the pop-up window to confirm the release of the permit.

    A confirmation message will appear on the screen to verify the action was successful. Now, when you search for this permit, it will appear as available in the system.

    Best Practices and Considerations

    Archiving and Restoring Permits

    The Archiving and Restoring Permits feature allows administrators to remove permits from a given lot's active inventory without permanently deleting them from the system. Its primary purpose is to help efficiently manage lot allocation by safely archiving unused or seasonal permits and easily restoring them when they are needed again. This article is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific system setup or configuration required to use this feature. Archiving and restoring permits is a standard administrative tool available to users with the appropriate lot and permit management permissions.

    Using this Feature

    Administrators can use the allocation tool to seamlessly archive existing permits or restore previously archived ones.

    Archiving Permits

    1. Hover over Parking Management and click Lot Administration then Allocate.

    2. Locate the specific lot you wish to manage.

    3. Click the Archive Permits drop-down menu and choose Selected Permits to remove a specific portion, or choose All Permits to remove the entire lot's inventory.

    4. Select the specific permits you wish to archive if you chose the selected option.

    5. Click the Remove button to initiate the archiving process.

    6. Click the Remove button again on the confirmation screen to complete the action.

    Restoring Permits

    1. Hover over Parking Management and click Lot Administration then Allocate.

    2. Locate the specific lot and click the Add Permits To Lot button.

    3. Enter individual permit numbers directly into the Permits text box, or generate a range by entering the prefix, postfix, and the starting and ending sequence numbers (e.g., 01 to 10).

    4. Click the Add Permits button to begin the restoration process.

    5. Click the Add Permits button on the confirmation popup to finalize the restoration.

    Best Practices and Considerations

    Restoration Messaging: When restoring a previously archived permit, the confirmation popup will explicitly indicate that the permits are "restored" rather than "created." This verifies that the system has successfully pulled the existing permit data from the archive.

    New Temporary Permit Rate Templates

    The Temporary Permit Rate Templates feature allows administrators to control pricing, eligibility, and special conditions for temporary parking permits on a per-lot basis. Its primary purpose is to define how temporary permit pricing is calculated using assignable templates with customizable hourly rates and priority layers. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Creating a Rate Template

    1. Navigate to the Rate Templates admin page.

    2. Click the Create button to open a blank template.

    3. Select the Brush tool in the template editor to paint pricing onto hourly sections of the day.

    4. Set a name, color, and price to add a new brush.

    5. Edit existing brushes by adjusting their name, color, and price parameters.

    Unpainted Time Slots: Any hourly section left unpainted is treated as not bookable. Users cannot book a permit or park in the lot during that time.

    Fixed Rate Blocks and Early Bird Pricing

    1. Hold Ctrl on your keyboard and click multiple time slots.

    2. Choose the Merge option to create a fixed-rate block.

    3. Configure a booking cutoff time using the Sale End field if you want the block to stop being bookable at that specific price after a certain time. Once the cutoff passes, the price reverts to whatever other layer applies for that time.

    4. Scroll to the form at the bottom of the template page to edit all created blocks.

    Assigning Templates to a Lot

    1. Navigate to the lot edit page and click the Rate Templates tab.

    2. Enable the temporary permits feature for the specific lot.

    3. Select at least one template to assign it to the lot.

    4. Choose the specific user types in the eligibility list to define who can use this template. Only user types already enabled for the lot will appear.

    5. Enter a password in the password protection field to restrict access to the template.

    6. Enter a value for Max Permits to set the maximum number of permits sellable under this specific pairing.

    7. Refresh the lot page after assignment to see the template applied.

    Using this Feature

    Layers and Priority Calculation

    Each template can contain multiple layers, and each layer is assigned a priority on a per-day basis.

    Proration Rules

    Developer Note on Time Blocks: The sale_start, sale_end, and valid_until fields on time blocks are time-only reference values stored against a placeholder date. They must never be given a timezone cast. Doing so causes the weekly rate grid to silently stop rendering saved blocks. A code comment flags this at the cast site and must not be removed.

    User Booking Flow

    1. Select a start time for the temporary permit.

    2. Choose a quick option for the end time or select Other to pick a specific date.

    3. Check the Assign to all vehicles on profile checkbox if the lot allows bookings longer than 30 days and a duration of 31 or more days is selected.

    4. Enter a promo code or template password to unlock additional hidden templates.

    5. Review the price breakdown overview.

    6. Proceed to checkout to have the permit added to the cart.

    Promo Codes

    Administrators can create a promo code tied to a specific lot and optionally restrict it to a specific template. Available configuration options include:

    Concept Behavior
    Unpainted time slot Not bookable
    Same priority layers overlapping Cheapest price wins
    Higher priority layer Always wins, even if pricier
    Fixed rate block No proration, full price for any partial use
    Single hourly block Prorated to actual time used
    Multiple eligible templates Cheapest template auto-selected; no cross-template layer mixing
    Promo code One use per user per permit; freed up if permit is removed from cart
    Max permits limits Template maximum is a sub-limit within the lot's overall maximum

    Best Practices and Considerations

    Apply Temp Permit to User Vehicles

    This article explains how to configure and issue a single temporary parking permit that applies to multiple vehicles on a user's profile. This feature streamlines the permitting process for administrators managing users who need temporary access for more than one registered vehicle. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    Before issuing a temporary permit for multiple vehicles, you must configure the specific lot to allow this functionality.

    1. Navigate to Lot Administration and select the lot you wish to configure.

    2. Click the Temporary Parking tab.

    3. Enable the Allow temp permits to be used over 30 days checkbox.

    4. Enable the Allow all vehicles on profile to receive the permit checkbox.

    5. Save your lot configuration changes.

    Using this Feature

    Once the lot is configured, administrators can issue the multi-vehicle temporary permit directly from the user's profile.

    1. Navigate to the desired user's profile and click the Parking tab.
    2. Click the Temporary Parking Permit button.
    3. Select the configured lot within the Temporary Parking Permit Registration window.
    4. Set the start date and end date.
    5. Click the Apply to all Vehicles button. 
    6. Click the Confirm This Permit button to proceed to the confirmation window.
    7. Verify that all intended vehicles are listed, then click the Purchase this Permit button.
    8. Select the method of payment on the payment screen then click the Submit Payment Information button.
    9. Select Confirm Payment Information to proceed.
    10. Click the Process Manually button to finalize the transaction.

    Upon completion, you will be taken to the Transaction Details screen, where you can view a final record of the purchase.

    Best Practices and Considerations

    Date Range Requirement: The selected date range between the start date and end date must be for a period longer than 30 days. If the duration is 30 days or less, the Apply to all Vehicles button will not activate.

    Temporary Permit Printing

    The Temporary Permit Printing feature allows administrators to search, retrieve, and batch-print temporary parking permits. Its primary purpose is to help efficiently generate physical hang tags or dash passes for users needing short-term parking access. This article is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific configuration required to use this feature, provided your administrative user role has the appropriate permit management permissions enabled.

    Using this Feature

    Administrators can use this tool to print multiple temporary permits at once through a system search, or print individual permits directly from a user's account.

    1. Hover over Parking Management and click Temporary Permits then Temp Permit Printing.

    2. Click the Retrieve drop-down menu and choose the permit types you want to display.

    3. Click the Permit Lot drop-down menu and choose the specific lot you are printing for.

    4. Enter the Start Date and the Up to and Including date to define your search range.

    5. Click the Retrieve button to generate the list of permits below the search criteria.

    6. Enable the checkbox for each permit you wish to print from the generated list.

    7. Click the print selected hang tags button to generate the physical permits.

    image.png

    Printing from User History

    If you only need to print a single permit, it is often faster to do so directly from the user's profile.

    1. Navigate to the specific user's profile and access their history.

    2. Locate the Temp Permit section within their records.

    3. Click the printer icon located under the Permit # column to print that specific permit.

    Kzximage.png

    Best Practices and Considerations

    Real-Time Parking Map

    The Real-Time Parking Map feature provides a publicly accessible, interactive map displaying real-time lot availability. Its primary purpose is to allow users to easily find parking and purchase temporary permits directly from the interface, while simultaneously providing administrators with live lot statistics. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Setting up the map requires creating a public-facing page and then configuring each lot that you want to display on that map.

    To use this feature, you must first contact an OPS-COM support staff member and have them enable it on your production system.

    Adding the Map to an OPS-COM Page

    A Map page is provided by default at this link: [CLIENT NAME][.ops-com.com/u/#/realtimemodal](https://.ops-com.com/u/#/realtimemodal). If you would like to display the map on any other system messaging pages, such as the user login screen, follow these instructions:

    1. Hover over System Configuration, click Content & Designs, then Pages and Content Blocks.

    2. Create a new page or edit an existing one that will host the map.

    3. Add the [real-time-map] and [real-time-legend] shortcodes into the content area, ensuring each is on its own line.

    Configure Individual Lots

    For each lot you want to display on the map, you must configure its map marker and temporary permit settings.

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing and Lot Admin.

    2. Select the lot you wish to edit and click the Zones and Location tab.

    3. Set a map marker and enter a public-facing description in the Location field.

    4. Click the Temporary Parking tab for the selected lot.

    5. Set the Maximum number of Temp Permits, a 30-day usage setting, and the Daily Cost and Hourly costs.

    6. Enable the Allow this lot to appear on the Real-Time Parking Map checkbox to finalize its visibility.

    Configure Special Spots (Optional)

    1. Hover over Lot Administration and click Manage Special Space Types.

    2. Click the Add New button to create informational categories such as 'Electric Vehicle Charging' or 'Handicapped Accessible'.

    3. Navigate back to the specific lot within the Pricing and Lot Admin module.

    4. Click the General tab and enter the number of spaces available for each Special Space Type.

    Using this Feature

    Once configured, the map is immediately accessible to both the public for finding and purchasing parking, and to administrators for viewing live lot statistics.

    Public User View

    1. Navigate to the public map URL (e.g., [https://yourdomain.parkadmin.com/real-time](https://yourdomain.parkadmin.com/real-time)).

    2. Hover over a map marker to quickly see the lot name and description.

    3. Click a map marker to display detailed availability and information about special spots.

    4. Click the Book Now button to proceed directly to the temporary permit purchase screen.

    Administrator View

    1. Hover over Parking Management and click Real-Time Map to open the internal view.

    2. Click on the map markers to display detailed lot statistics. This includes Pay by Plate machine capacity (if applicable), all other spaces availability, and special spaces (such as handicap and pregnancy spaces).

    Best Practices and Considerations

    QR Code Guest Temporary Permitting

    The QR Code Guest Temporary Permitting feature allows administrators to configure specific parking lots so guests can self-register for temporary parking permits via a scanned QR code. Its primary purpose is to streamline the guest parking process for both free and paid scenarios, enabling visitors to quickly obtain a valid permit directly from their mobile device. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Proper setup is required at both the system and lot level to enable QR code permitting functionality.

    QR codes also work for users who are already logged into an account. They must have an active session on the same browser to use their stored account information to checkout, and they must hold the correct user type for that lot. Users who wish to pay for a temporary permit with saved cards must first log in to their account, navigate to their permits, and click Parking map to use the accelerated checkout process.

    System-Wide Configuration

    These initial steps enable the QR code functionality for your entire system.

    1. Hover over System Configuration, click Users, and then click Types.

    2. Confirm that a user type named Guest User exists. If it does not, you must add it.

    3. Hover over System Configuration and click System Settings.

    4. Navigate to the Temp Permits tab.

    5. Enable the Enable QR Codes checkbox.

    The Guest User type is absolutely essential for this feature to function. Without it, you will not be able to assign QR code capabilities to your lots.

    Lot-Specific Configuration

    Follow these steps for each individual lot where you want to offer guest temporary permitting via QR code.

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing and Lot Admin.

    2. Select the desired lot to configure.

    3. Select Guest User as the User Type for the lot on the General tab. Removing this user type will instantly disable the QR code feature for this specific lot.

    4. Click the Temporary Parking tab.

    5. Set the hourly or daily costs in the pricing section. Enter $0.00 for the applicable timeframes for free parking, or enter the correct amounts for the durations you wish to offer for paid parking.

    6. Click the Update Lot button to save all changes.

    Visibility Options: If you wish to use the lot for QR code functionality alone, excluding standard and temp permitting through the user portal, set the Visibility to User drop-down menu to Hidden but Accessible on the General tab. If you wish to use this lot for temporary permits exclusively, enable the This lot is for temporary parking only checkbox.

    Daily Cost permits strictly expire at midnight on the day of purchase. To offer a true 24-hour permit, use the Hourly Cost setting and define a 24-hour duration instead.

    Using this Feature

    Once configured, you can brand the QR code and deploy it for public use.

    Branding the QR Code

    You can brand the QR code with your organization's logo. First, upload the logo to the system media bin. Then, select your uploaded image from the Logo field in the QR code configuration section on the Temporary Parking tab.

    Accessing and Deploying the QR Code

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing and Lot Admin.

    2. Select the configured lot and click the Temporary Parking tab.

    3. Locate the QR code and its associated links in the QR code configuration section.

    Available Actions

    Best Practices and Considerations

    QR Code User Experience

    The QR Code User Experience allows parkers to quickly purchase a temporary permit for a specific lot by scanning a physical QR code. Its primary purpose is to provide a streamlined checkout process for both guest parkers and registered users, facilitating rapid parking payments via mobile devices. This article is intended for OPS-COM administrators to understand the mobile end-user workflow.

    Setup and Configuration

    This feature primarily relies on the physical placement of generated QR codes and the user's mobile device.

    Admin Side: Administrators must generate the lot-specific QR codes from the lot administration tools and post them visibly in the physical parking locations. No other specific system configuration is required for the checkout flow itself.

    User Side: End-users simply need a mobile device with a camera capable of scanning QR codes. They can choose to check out as a guest or log into their user portal for an accelerated payment process.

    Using this Feature

    The workflow varies slightly depending on whether the parker is checking out as a guest or as a logged-in user.

    Guest Checkout

    Registered User Checkout (Accelerated)

    Logged-in users experience a significantly faster checkout as the system automatically pulls stored vehicle plates and payment profiles, entirely removing the need for manual data entry in the field.

    Key Information Displayed

    Whether checking out as a guest or a registered user, the following key information is displayed:

    Best Practices and Considerations

    Rollover: Auto Selection and Automatically Processing Payments

    This article outlines how to automatically process payments for recurring permits (rollovers) using user credit cards stored on file. Its primary purpose is to help administrators streamline the permit renewal process by batch-processing payments for the upcoming term. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    Before utilizing this feature, ensure the following system and user requirements are met:

    Using this Feature

    The Rollover Payment Processing tool allows you to select and process recurring permit payments in batches.

    Processing Rollover Payments

    1. Hover over Permits and click Process Payments for Rollovers.

    2. Review the generated list on the rollover page.

    3. Enable the checkbox for the payment types you wish to process.

      • Note: If an invoice or permit displays None Set, the user must manually log in and process the payment to secure the permit for the next sales window.

    4. Click the Process Payments for Rollovers button to initiate the batch transactions.

    Visual Cues and Status Indicators

    Resolving a Locked Permit

    If a permit is locked (displaying the lock pad icon), it cannot be processed through the standard rollover screen. Follow these steps to clear the lock and complete the transaction:

    1. Navigate to the user profile of the individual associated with the locked permit.

    2. Access the user's Cart or Pending Items.

    3. Select the permit item that is currently locked in the rollover report.

    4. Proceed to checkout and manually process the payment using the user's preferred method (e.g., Credit Card, Cash, or Account Credit).

    5. Verify the transaction is successful. Once the item is marked as paid in the user's account, it will automatically be removed from the locked status in the rollover screen.

    Best Practices and Considerations

    Do not attempt to re-process a locked permit through the rollover screen. A locked permit indicates an incomplete transaction. The lock must be cleared via manual intervention through the user's cart to avoid processing errors.

    Automatically Processing Invoices by a Company Manager: Invoices will only be picked up by the automated rollover processing if a user with a valid subscription is designated as the Billing Recipient on the company record. If this is missing, the rollover processing will skip the invoice.

    Feature Overview - Rollover/Renew Permits

    The permit rollover and renewal feature allows administrators to transition active permits from an expiring sales window to a new one. Its primary purpose is to maintain continuous parking access for patrons while seamlessly automating the billing process for the extended validity period. This article is intended for OPS-COM administrators managing recurring permit billing.

    Setup and Configuration

    Before executing a permit rollover, you must configure a new sales window and ensure your system is properly set up to handle automatic payments and notifications.

    1. Configure a new sales window with a start date equal to or greater than the end date of the previous sales window. Detailed instructions can be found on the Permit Sales Window Management page.

    2. Navigate to System Settings then Permits and toggle the Show Permit Renewal Status to Users setting to control visibility on the user portal.

    3. Review your payment gateway settings. To process automatic credit card renewals, your gateway must allow the direct charging of client cards (this will not work with hosted-only payments). Users must also have a valid card saved as their Prime Credit Card.

    4. Navigate to the Email Templates page to customize the Payment Success and Payment Failure templates to ensure accurate communication is sent to users upon renewal.

    Using this Feature

    The rollover utility allows you to move users in bulk, manage individual exceptions, and process payments simultaneously.

    Initiating a Rollover and Selecting Options

    1. Hover over Permits and click Sales Window.

    2. Click the Rollover button to open the Permit Renewal page.

    3. Select the current expiring sales window in the From Sales Window drop-down menu.

    4. Select the target sales window you are rolling permits into.

    5. Select the specific user types you wish to process, or leave it as the default All User Types.

    6. Click the Show Lots button to generate a list of eligible lots below the search form.

    Managing Individual Permits

    You can include or exclude specific permits from the rollover batch before processing.

    1. Click the Holders or Renewing button next to a specific lot to view a list of its associated permits.

    PLRimage.png

    2. Toggle the renewable status for any individual permits (e.g., if a specific permit holder is not returning).

    3. Click the Update Permits button to save your changes.

    Here's the logic for permit rollover states:

    State Current Permit Renewing
    (prevent rollover = 0)    		 User exists in target Sale Window Permit exists in target Sale Window Notes
    Renewing True False False Neither the user, nor the permit exists, but the current permit is set to be renewed.
    Blocked True False True The permit exists in the target sale window, but the user doesn't. This means anywhere for any permit in the lot. If the user has multiple permits and some of them renewed, then they technically are not blocked. If the user has been given a different permit, they also are not blocked.
    Renewed True True N/A The user is considered renewed when they exist in the target sale window. Just like the note for blocked, it's not intended to be good for users with multiple permits.
    Not Renewing False False N/A The user was not found in the target sale window and their permit is also not renewing. This is the expected scenario.
    Not Renewing, but Exists False True N/A The user WAS found and their permit is not renewing. This could use some investigation to make sure that the user is supposed to have that permit or not.

    Processing the Rollover

    1. Verify the Process Payment option is toggled on for users with automatic payment subscriptions (e.g., Payroll Deduction, Prime Credit Card).

    2. Uncheck the checkbox under Rollover for any user you wish to exclude entirely.

    3. Click the Rollover Permits button to finalize the process.

    Exporting Rollover Data

    1. Click the Export Users button on the Permit Rollover page to download an Excel spreadsheet of all users associated with the selected lot for external reconciliation.

    Best Practices and Considerations

    Sales Window Dates: Ensure your new sales window is configured accurately. A rollover cannot be performed unless the new sales window has a start date that is equal to or greater than the end date of the previous sales window.

    Task Processing Delays: The rollover action is executed by a background system task. Emails are not sent the instant you click the button; there is a brief delay between clicking Rollover Permits and the dispatch of user notifications.

    Enabling Permit Rollovers without Previous Payment

    This article outlines how to configure the system to allow permit rollovers without requiring a previous payment or a payment method on file. Its primary purpose is to provide administrators with the flexibility to process permit renewals for users who are billed through alternative methods, such as payroll deduction or student accounts. This guide is intended for OPS-COM administrators responsible for system configuration and permit management.

    Setup and Configuration

    Follow these steps to adjust your system settings and allow rollovers without payment.

    1. Hover over the System Config menu and click System Settings.
    2. Click Permits within the system settings menu. 
    3. Disable the Require Payment for Rollovers checkbox.
    4. Click the Save Settings button to apply your changes.

    The Require Payment for Rollovers setting is enabled by default to ensure automated payment collection during the renewal process.

    Using this Feature

    Once the configuration is updated, the requirement for a previous payment is removed from the rollover logic.

    1. Proceed with the standard rollover process to allocate permits for the next period.

    2. Verify that user permits successfully roll over regardless of their immediate payment status.

    Best Practices and Considerations

    Preventing Permit Rollover after Cancellation

    This article outlines how to stop an active permit from automatically renewing during the rollover process. Its primary purpose is to allow administrators and end users to cancel future recurrences of a permit while maintaining the current active status until expiration. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific configuration required to use this feature. The ability to prevent permit rollovers is a standard function available to both administrators and end users within their respective portals.

    Using this Feature

    The process for preventing a permit from rolling over can be completed by an administrator on behalf of a user, or by the end user directly through their portal.

    Administrator Side

    1. Navigate to the specific user's Profile page.

    2. Click the permit button associated with the active permit to reveal the Parking Permit Information window.

    1OPimage.png

    3. Click the Rollover State drop-down menu and choose Prevent Rollover.

    4. Enter a comment to explain why the state is being changed. This field is mandatory.

    5. Click the Update Permit button to apply the changes.

    6. Review the confirmation message that appears, verifying the flag has been changed.

    User Side

    1. Locate the active permit on the User Dashboard.

    2. Click the permit button to open the permit details.

    5suimage.png

    3. Click the drop-down menu in the Permit Information window and choose Not Renewing.

    Feature Results

    When administrators process permit rollovers for the upcoming season or month, permits that have had their state altered will be excluded from the main processing queue. Instead, these permits will appear in a separate list titled Permits that will not be rolled over.

    Best Practices and Considerations

    Text2ParkMe - Usage

    The Text2ParkMe Usage report allows administrators to search and generate detailed records of historical and current mobile parking transactions. Its primary purpose is to help audit parking lot utilization and track user specific permit activity over time. This article is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific configuration required to access this report, provided that the Text2ParkMe feature is active in your environment and your administrative user profile has the appropriate reporting permissions enabled.

    Using this Feature

    Administrators can use this reporting tool to filter and review Text2ParkMe parking data based on specific search criteria.

    1. Hover over Parking Management and click Temporary Permits then Text2ParkMe followed by Current Usage.

    2. Enter your desired search criteria into the User, Plate, Lot, and/or date range fields.

    3. Click the Search button to generate the report.

    Key Information Displayed

    Best Practices and Considerations

    To generate a broad system-wide report, leave the User, Plate, and Lot fields blank and only apply a date range before clicking the Search button.

    Text2ParkMe - Active Permits

    The Text2ParkMe Active Permits report allows administrators to view a real-time list of all currently active and unexpired Text2ParkMe parking sessions. Its primary purpose is to help monitor mobile parking payments and easily audit current lot usage. This article is intended for OPS-COM administrators.

    Setup and Configuration

    There is no specific configuration required to access this report, provided that the Text2ParkMe feature is active in your environment and your administrative user role has the appropriate reporting permissions.

    Using this Feature

    This report automatically displays all Text2ParkMe permits that are currently active and have not yet expired as soon as the page is opened.

    1. Hover over Parking Management and click Permit Management then Text2ParkMe - Active Permits.

    2. Review the automatically generated list of active permits.

    3. Enter your desired criteria into the User, Plate, or Lot Name search fields to narrow down the results.

    4. Click the Filter Report button to update the listing based on your search criteria.

    5. Click any Username link in the results to navigate directly to that specific user's profile.

    Key Information Displayed

    Best Practices and Considerations

    Because this report automatically populates active permits upon opening, you do not need to click search to see current activity. Simply accessing the page provides an immediate snapshot of current Text2ParkMe usage.

    Setup Lots to Use Text2ParkMe

    The Text2ParkMe feature allows users to pay for temporary parking, receive expiration reminders, and extend their parking time via SMS text messaging. Its primary purpose is to provide a convenient, mobile-friendly payment option for temporary parkers while increasing overall compliance. This article is intended for OPS-COM administrators responsible for managing parking lots and temporary permit configurations.

    Setup and Configuration

    Before you can configure individual lots to use Text2ParkMe, there are two mandatory system prerequisites that must be established with the assistance of the OperationsCommander team.

    Using this Feature

    Once the system prerequisites are met, administrators must manually enable and configure the Text2ParkMe settings for each applicable lot.

    1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

    2. Click the specific Lot Name to open its settings.

    3. Click the Temporary Permits tab.

    4. Fill out all required fields located within the red box area.

    5. Enter a clear display name in the Text Code field. This is the specific code that users will see and use when choosing this lot to park in.

    6. Click the Update Lot button to save your changes.

    Best Practices and Considerations

    Text Messaging Fees: Be aware that standard text messaging fees do apply to the end user based on their individual cellular phone plans. It is best practice to display a brief disclaimer regarding standard messaging rates on your physical lot signage.

    Planning Lot Groups and Lot Zones

    This article explains how to configure Lot Groups and Lot Zones to organize parking inventory within your system. Its primary purpose is to help administrators streamline enforcement operations and apply shared validation parameters across multiple locations. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    Before applying zones to specific lots, you must first create the Lot Zone within your system settings.

    Creating a Lot Zone

    1. Hover over System Configuration and click Parking then Manage Lot Zones.

    2. Click the Add Lot Zone button.

    3. Enter a descriptive long name and short name into the respective fields to define the zone.

    Using this Feature

    Administrators can assign lots to specific groups and zones directly from the lot administration settings.

    Applying a Lot Group to a Lot

    1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

    2. Click the specific Lot Name to open the lot settings.

    3. Click the General tab.

    4. Click the lot group drop-down menu and choose the group you wish to apply to your lot.

    Applying a Lot Zone to a Lot

    1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

    2. Click the specific Lot Name to open the lot settings.

    3. Click the Zone & Location tab.

    4. Click the zone drop-down menu and choose the zone you wish to apply to the lot.

    5. Set the valid dates by configuring the Days or Range with Sales Window parameters.

    6. Set the valid times by entering the Start Time and End Time.

    Best Practices and Considerations

    Lot Groups vs. Lot Zones: A Lot Group allows you to group similar lots together to be seen as a single entity (enabling enforcement across multiple lots). A Lot Zone is a grouping mechanism allowing specific validation parameters (times and dates) to be applied to one or more lots.

    Pricing and Lot Admin

    The Pricing and Lot Admin page is a central management tool for administrators to create new parking lots, define their characteristics, and configure pricing and permit settings. Its primary purpose is to allow comprehensive control over lot visibility, access, permit types, and advanced features, helping efficiently manage parking inventory. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Creating and configuring parking lots is divided into several detailed tabs within the lot editor.

    Before setting up new lots, consider your organization's permit types, pricing structures, and any specific access restrictions (e.g., faculty-only lots, temporary parking areas).

    Accessing the Lot Editor

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing & Lot Admin.

    2. Click the Add Lot button to create a new configuration, or click an existing Lot Name link to modify it.

    General Tab

    1. Enable the This lot is archived checkbox to safely archive the lot, making it unavailable for new sales while retaining historical data.

    2. Select an option from the Visibility to Users drop-down menu (e.g., Visible, Not Visible, or Hidden but Accessible).

    3. Enter the full, descriptive name for the lot in the Lot Name field.

    4. Enter an abbreviated name in the Lot Short Name field.

    5. Group similar lots together using the Lot Group feature to display them as a single entity.

    6. Choose Common Lot to allow any user type to park, or choose User Type Lot to restrict access (hold the Ctrl key to select multiple allowed user types).

    7. Enter a Lot Password to prevent users from booking a permit unless they have the required code.

    8. Fill out the Special Parking Spaces section if your lot has dedicated spots like EV charging or ADA spaces.

    9. Click the Update Lot button to save changes.

    Zone & Location Tab

    1. Enter a description of the lot's physical location in the Location Description field.

    2. Upload an Image to be displayed next to the lot name.

    3. Configure a Zone for this lot by selecting a zone and specifying days or a range within the sales window.

    4. Move or click Create a Map Marker in the Map Detail section to pinpoint the location and automatically populate GPS coordinates.

    5. Click the Update Lot button to save changes.

    Standard Permits Section

    1. Enter the base cost in the Default Cost field.

    2. Choose Enabled, Use Default Setting, or Disabled for Prorated Sales.

    3. Enable the This lot can be used for a second permit checkbox to allow users to purchase multiple permits for this lot.

    4. Enable the Allow the use of Waitlist with this lot checkbox if you want the waitlist to be active.

    5. Enable the Only Allow Waitlist after lot is full checkbox if you want a waitlist to activate only when permits are completely sold out.

    6. Group multiple lots onto the same waitlist by entering a text value in the Waitlist Lot Category field.

    7. Choose the applicable timeframe from the Lot Sales Window drop-down menu.

    8. Enable the Hang Tag Settings if printing physical tags is required.

    9. Click the Update Lot button to save changes.

    If a user joins a waitlist that is part of a Waitlist Lot Category, they will automatically be added to all individual lot waitlists associated with that specific group and assigned the identical ranking. This ensures that if a permit becomes available in any one of those grouped lots, the user is eligible to purchase it.

    Temporary Parking Tab

    1. Enable the This lot is for temporary parking only checkbox if the lot is strictly exclusive to temporary parking.

    2. Set the maximum number of daily temporary permits in the Max Permits per Day field.

    3. Enable Allow temp permits up to 30 days or Allow temp permits to be used over 30 days under the Permit Duration settings. Disable these settings entirely if you do not wish to charge a daily fee.

    4. Enable Allow all vehicles on profile to receive the permit to automatically apply the temporary permit to all vehicles on a user’s profile.

    5. Enter the maximum fee for parking beyond 6 hours in the Daily Cost field.

    6. Enter the hourly fee for parking in the Hourly Costs fields. If the lot has a flat rate, simply leave these fields blank.

    7. Enter the monthly cost for parking permits that extend beyond 30 days in the Over 30 Days Monthly Cost field.

    8. Enable the Allow this lot to appear on the Real-Time Parking Map checkbox to display the lot on the public map.

    9. View, link to, download, print, or add a Logo Image to the QR Code directly from this section.

    10. Click the Update Lot button to save changes.

    Flex Permits Tab

    1. Enable the Enable Flex Permits checkbox.

    2. Click the Add New button to create a new time slot with a specified price and color code.

    3. Click the Edit button to modify existing time slots, pricing, or colors individually. Alternatively, use the Time Slot Chart and the Select button to click and drag time slot information to apply to multiple times and dates simultaneously.

    4. Click the Clear button to quickly remove all pricing configurations, click Fill to populate the chart with uniform pricing, or click Reload to revert to previously saved settings.

    5. Click the Update Lot button to save changes.

    Lot LPR Settings & Additional Settings Tabs

    1. Set a grace period in the Free Parking Time field during which patrons can register their license plate with a pay-by-plate meter without incurring a charge.

    2. Enter the applicable integration data into the Banner Detail Code field (used strictly for the Banner system).

    3. Click the Update Lot button to save changes.

    Using this Feature

    Administrators use the main dashboard of the Pricing and Lot Admin page to view a high-level summary of all lot data and access specific administrative functions.

    Key Information Displayed

    Available Actions & Buttons

    Best Practices and Considerations

    Lot Passwords

    The Lot Passwords feature allows administrators to restrict access to specific parking lots by requiring a password during the permit booking process. Its primary purpose is to help control lot reservations for specific groups or events, ensuring only authorized users can secure a permit. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Administrators must configure the password settings directly within the specific lot's profile to enforce the restriction.

    1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

    2. Click the specific lot name to open the lot editing page.

    3. Enter the required password string into the Password field.

    4. Enable the Use Lot Password checkbox to enforce the restriction.

    5. Save your changes to apply the password protection to the lot.

    Feature Dependency: The Use Lot Password setting cannot be enabled if the Password field is left blank. You must set a password first before you can enforce it.

    Using this Feature

    Once a lot is password-protected, the system handles access differently for end-users and administrators.

    User Experience

    When an end-user attempts to access a password-locked lot, they are immediately redirected to a password input screen.

    1. Enter the required password to access the permit reservation page.

    2. Proceed with the standard permit booking process.

    Once the password has been input, the user will not need to enter it again for that single lot until their session data is cleared. If they attempt to access a different password-protected lot, they will be prompted for that specific lot's password.

    Administrative Access

    Administrators are not restricted by lot passwords on the administrative side of the system. You will not be prompted to enter the password when booking or allocating a permit on behalf of a user.

    Visual Cues and Status Indicators

    3Llimage.png

    Best Practices and Considerations

    Lot Visibility Options

    The Lot Visibility Options feature provides administrators with enhanced control over parking lot visibility and accessibility. Its primary purpose is to allow you to define exactly how and when users can view and book permits for specific lots, ensuring that spaces can be precisely tailored for various scenarios, including event parking and restricted access. This article is intended for OPS-COM administrators.

    Setup and Configuration

    Lot visibility can be configured individually within the Lot Edit Page or adjusted in bulk on the View All Lots Page by selecting one of three distinct access options.

    Admin Side:

    Configuring Visibility on the Pricing & Lot Admin Page

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing & Lot Admin.

    2. Click the specific Lot Name you wish to configure.

    3. Select the desired option via the radio buttons under the Visibility to Users setting on the General tab.

    4. Click the Update Lot button to save your changes.

    Configuring Visibility on the View All Lots Page (Bulk Action)

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing & Lot Admin.

    2. Locate the Visibility column for each lot on this main overview page.

    3. Click the current visibility icon next to the desired lot (or lots) to immediately change the status using the radio buttons that appear. This allows you to quickly change the visibility status of multiple lots at once without entering the full edit page.

    Using this Feature

    The three lot visibility options provide granular control over user access. Depending on the setting chosen, the lot will behave differently for end-users interacting with the system.

    Visibility Options Explained

    Visual Cues & Status Indicators On the administrative dashboard, each visibility state is represented by a unique icon in the Visibility column. A standard icon indicates a Visible lot, a slashed icon indicates a Not Visible lot, and an alternative icon indicates a Hidden But Accessible status.

    Best Practices and Considerations

    Adding Permits to a Lot (Allocation)

    This article outlines the process for adding permits to specific parking lots. Its primary purpose is to enable the efficient management of your permit inventory by allowing permits to be added individually, sequentially, or with custom prefixes and postfixes so lots always have available inventory for sale. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    This process is a standard administrative function and does not require any specialized system configuration.

    Admin Side: Administrators simply need to ensure that the target parking lot has already been created and configured within the system before attempting to allocate permits to it.

    User Side: End-users do not interact with the permit allocation process. They will only see the resulting permits available for purchase on the user portal once the allocation is complete and a sales window is active.

    Using this Feature

    Administrators can use the following instructions to generate new permit inventory and verify that it has been correctly added to the system.

    Adding Permits

    1. Hover over Parking Management, hover over Lot Administration, and click Allocate.

    2. Locate the specific lot to which you want to add permits on the Permit Number Allocation page and click the Add Permits to Lot button.

    3. Enter the desired permit numbers into the provided fields using one of the following methods:

      • Individual Permit Numbers: Enter specific, non-sequential permit numbers, separated by commas (e.g., Staff01, Staff02, Visitor123).

      • Range of Permit Numbers: Enter a numerical range using the word "to" (e.g., 1 to 20 or 50 to 200). The system will automatically generate all numbers within that range.

      • Prefix: Enter text in the Prefix field. This text will be added before each generated permit number (e.g., entering "Staff" generates Staff01, Staff02).

      • Postfix: Enter text in the Postfix field. This text will be added after each generated permit number (e.g., entering "-East" generates 01-East, 02-East).

    4. Click the Add Permits button.

    5. Click the Add Permits button again on the confirmation pop-up to confirm and finalize the process. Wait for the success message to confirm that your changes were successfully made.

    Viewing Added Permits

    After permits are added, you can verify their details by navigating to the permit search utility.

    1. Hover over Permits and click Permit Search.

    2. Filter by the relevant lot to view the newly added permits and confirm their accurate generation.

    Best Practices and Considerations

    Choose the most efficient entry method: For small, specific additions, individual entry is efficient. However, for larger inventories, utilizing ranges combined with prefixes or postfixes will save significant administrative time.

    Setting Up A Lot To Be Visible and Available To The End User

    This article outlines the critical factors that determine a lot's visibility and availability to end-users when they are purchasing permits in OPS-COM. Its primary purpose is to help administrators understand and configure these settings correctly to ensure that parking lots are accessible to the intended user groups. This guide is intended for OPS-COM administrators.

    Setup and Configuration

    Configuring lot visibility requires adjusting system-wide settings as well as lot-specific user type permissions.

    Admin Side:

    System-Wide Visibility Setting

    1. Hover over System Configuration and click System Settings.

    2. Click the Permits tab.

    3. Locate the Show Only Visible lots setting.

    Enable the Show Only Visible lots checkbox to only view lots marked as "Visible" across the system. Disable this checkbox to view both visible and non-visible lots in administrative views.

    Lot Visibility and User Type Settings

    1. Hover over Parking Management, hover over Lot Administration, and click Pricing and Lot Admin.

    2. Click Add New Lot (or click an existing Lot Name to edit).

    3. Enable the Visible radio button in the Visibility to User setting on the General tab.

    4. Select the appropriate User Types that are allowed to see and purchase permits for this lot in the Lot Access section. Hold the Ctrl key to select multiple user types.

    5. Click the Update Lot button.

    6. Disable the This lot is for temporary parking only checkbox on the Temporary Permits tab.

    Allocate Permits to the Lot

    1. Follow the steps in the Adding Permits to a Lot (Allocation) article to add and verify your permits.

    Set Up a Permit Sales Window

    1. Follow the steps in the Permit Sales Window Management article to setup your Sales Window.

    User Side: End-users do not configure these settings. They simply log in and view the lots that their specific User Type has been granted access to during active sales windows.

    Using this Feature

    Administrators should interact with the system using the impersonation tool to test and verify that the lot is properly visible to the correct user types.

    Testing Lot Visibility

    1. Hover over User Management and click User Registration to create a new test user, or click User Search to find an existing one.

    2. Verify that the test user's User Type (e.g., Full Time Staff) matches one of the user types you allowed to access the newly configured lot.

    3. Click the Login as User button for your test user.

    4. Navigate to Permits on the User-Side Dashboard.

    5. Verify if the lot you created is available to be reserved. If the user type you are testing does not match the lot's allowed user types, the lot will remain safely hidden on the user side.

    Best Practices and Considerations

      Public-Facing Lot Pages

      This article outlines how to create and configure custom public-facing pages that display parking lots for user booking. This feature allows OPS-COM administrators to provide a streamlined, branded parking selection and purchase experience.

      Setup and Configuration

      Custom pages are managed through the Pages and Content Blocks section.

      1. Navigate to System Configuration, select Content & Designs, and click Pages and Content Blocks.

      2. Create or edit a page to serve as your Lot List or Lot Detail page.

      3. Insert the appropriate Shortcode into the body of the page layout to render the desired functionality.

      Shortcodes must be typed exactly as they appear in the documentation, or they will not function correctly.

      Using this Feature

      The public-facing lot experience consists of two distinct subpages: the Lots List and the Lot Detail.

      Lots List Page

      The Lots List page displays all available parking lots to the user. You can place this module on any custom page.

      Shortcode Option Description
      [lots_list include_hidden=1] Includes lots that are otherwise set to be hidden from the user.
      [lots_list only_text2parkme=1] Restricts the list to show only lots with Text2ParkMe enabled.

      You can chain options together in a single shortcode. For example: [lots_list include_hidden=1 only_text2parkme=1].

      Lot Detail Page

      The Lot Detail page provides specific information for a single selected lot. This page is coded to function specifically when the path is set to --lots-detail, which dynamically fetches information for the selected lot ID.

      Use the following shortcodes to customize the layout of your Lot Detail page:

      Shortcode Description
      [values show=lotname] Displays the name of the lot.
      [values show=lottype] Displays the initial of the lot type.
      [values show=lotnameid] Displays the lot ID.
      [values show=defaultcost format=currency] Displays the cost to rent a permit for the lot.
      [values show=location] Displays the address or location description.
      [values show=textcode] Displays the Text2ParkMe code for the lot.
      [values show=ratePer10Min format=currency] Displays the Text2ParkMe rate for the lot.
      [lot show=buy_now] Displays the purchase button. Redirects unauthenticated users to the login screen.
      [lot show=map] Displays a map based on the lot's stored latitude and longitude.
      [lot show=photo] Displays the photo assigned to the lot.

      User-Side Results

      image.png

      Best Practices and Considerations

      Setting Up for Event Parking

      The Event Parking feature allows administrators to configure exclusive parking lots that can only be booked by users who have been given a direct link or QR code. Its primary purpose is to help ensure that only authorized event attendees can reserve and purchase parking for specific occasions by utilizing visibility restrictions and passwords. This article is intended for OPS-COM administrators.

      Setup and Configuration

      Setting up a lot for exclusive event parking involves two main configurations: hiding the lot from the general public and applying an access password.

      Because the configuration steps for these features are extensive, please refer to their dedicated wiki articles for full step-by-step instructions:

      1. Configure the lot to be hidden from standard public view. Instructions can be found on the Lot Visibility Options page.

      2. Secure the lot to ensure only authorized users can book space. Instructions can be found on the Lot Passwords page.

      Using this Feature

      Once your event lot is properly hidden and secured with a password, administrators distribute access to the lot outside of the standard OPS-COM user portal.

      1. Generate the direct URL link or QR code for your specific event lot.

      2. Distribute the direct link via email to your event attendees, or display the QR code on physical event signage or ticketing materials.

      3. Ensure the attendees are also provided with the configured lot password.

      4. When a user clicks the link or scans the QR code, they will be directed to the hidden lot and prompted to enter the password to complete their parking reservation.

      Best Practices and Considerations

      QR Code Generation: Using a free online QR code generator to turn your direct lot link into a scannable image is highly recommended for on-site event parking, allowing users to scan and pay directly from their mobile devices as they arrive.

      Pay Station Status

      The Pay Station Status lookup tool is used for searching and verifying temporary permits issued by physical pay stations. Its primary purpose is to allow administrators and enforcement personnel to accurately look up a vehicle's pay station status based on various criteria, such as plate number and time. This guide is intended for OPS-COM administrators and enforcement staff.

      Setup and Configuration

      This tool is a standard administrative feature and does not require any specific system configuration.

      Admin Side: Administrators do not need to configure any internal settings. However, this feature strictly relies on a successful, active integration with your organization's external pay station hardware to continually populate its data.

      User Side: End-users do not interact with this administrative lookup tool. They only interact with the physical pay station hardware in the parking lots.

      Using this Feature

      Administrators and enforcement staff can use the following instructions to actively filter for pay station transactions and view specific vehicle details.

      Performing a Status Lookup

      1. Hover over Parking Management, hover over Temporary Permits, and click Pay Station Status.

      2. Enter your criteria into one or more of the following search filters:

        • Plate: Search for a specific license plate.

        • Valid Date/Time: Find permits that were valid on or after the selected date and time.

        • Zones: Filter the results for specific pay station zones.

      3. Click the Validity Filter drop-down menu to show only Valid, Non-Valid, or All records.

      4. Select an option from the Sort Order drop-down menu to logically organize the results by a specific column.

      5. Click the Search button to generate the list.

      Available Actions

      Best Practices and Considerations

      The data displayed on this page is pulled directly from your integrated pay station system. Any discrepancies in the data should first be investigated directly at the physical pay station terminal or within its dedicated management software.

      Refundable Parking Deposits

      The Refundable Parking Deposits feature allows administrators to associate mandatory deposit fees—such as those for access cards or physical hang tags—with specific parking lots. Its primary purpose is to ensure that required deposits are automatically included in the total cost during the permit purchasing process and to track assigned inventory numbers. This article is intended for OPS-COM administrators.

      Setup and Configuration

      Before a deposit can be charged during a permit sale, administrators must apply the pre-configured deposit types to the appropriate parking lots.

      Admin Side:

      1. Hover over Parking Management, hover over Lot Administration, and click Pricing and Lot Admin.

      2. Click the specific lot name you wish to apply the deposit to.

      3. Click the Standard Permits tab to view the available deposit types.

      4. Click the deposit you wish to apply from the Deposits list. Hold the Ctrl or Shift key to select multiple deposit types simultaneously.

      5. Save your lot configuration changes.

      Once a deposit type is successfully associated with a lot, it will automatically be included in the purchase of a permit in that lot for administrative transactions only.

      User Side: End-users do not interact with the setup or configuration of refundable deposits.

      Using this Feature

      Administrators can use the following instructions to process a permit sale that includes a mandatory deposit and accurately record the assigned physical inventory.

      Processing a Permit with a Deposit

      1. Navigate to a user's profile and click the Parking tab.

      2. Click the Standard Parking Permit link to begin the permit purchasing process.

      3. Select the lot you wish to register the client to (ensure it is a lot configured with a deposit).

      4. Click the Register Permit button.

      5. Review the Confirm Parking Permit Registration window. Verify that the required deposits are included and listed correctly in the Total Owing costs.

      6. Click the Purchase this Permit button to begin the payment process.

      Editing Assignable Text (Access Cards and Hang Tags)

      During the payment process, administrators can record specific identifiers for the physical items being handed out (such as an access card number or a hang tag number).

      1. Click the specific Deposit Item name (e.g., Access Card Deposit) on the payments screen.

      2. Enter the physical item's number in the Assigned Text field within the Deposit Information pop-up window.

      3. Click the Update Deposit button.

      4. Verify that the assigned number now appears on the Payments screen under the Deposits section.

      5. Proceed with completing the purchase and processing the payment in the usual manner.

      Best Practices and Considerations

      Access Cards - Search

      The Access Cards Search tool allows administrators to locate and review access card assignments within specific parking lots. Its primary purpose is to help efficiently query access card data based on lot assignment or specific card number ranges. This article is intended for OPS-COM administrators.

      Setup and Configuration

      There is no specific configuration required to access this search tool, provided your administrative user role has the appropriate parking and permit management permissions enabled.

      Using this Feature

      Administrators can use this tool to filter and review access card assignments based on specific search criteria.

      1. Hover over Parking Management and click Permit Management then Access Cards followed by Search.

      2. Click the Lot Name drop-down menu and choose the lot you want to search.

      3. Enter the numerical parameters in the Access Card Range fields to narrow down the search to specific cards.

      4. Click the Retrieve button to generate the report.

      Key Information Displayed

      Best Practices and Considerations

      Lot Visibility: Only lots that currently have access cards associated with them will be listed in the Lot Name drop-down menu. If you do not see a specific lot, verify its setup within your lot configuration settings.

      Clearing Items Awaiting Payment - Midnight List

      The Midnight List and its associated system tasks allow administrators to view and automatically clear unpaid permits and lockers sitting in user shopping carts. Its primary purpose is to free up unpaid inventory by returning items to the system after a specified timeframe. This article is intended for OPS-COM administrators responsible for inventory management and system configuration.

      Setup and Configuration

      To automate the clearing process, you must configure the timeframe for both permits and lockers within your system settings.

      Setting Up to Automatically Clear Permits

      1. Hover over System Configuration, click System Setting, and then click Permits.

      2. Click to enable the Clear Unpaid Permits toggle.

      3. Click Payments.

      4. Enter the desired number of hours into the Clear Payments After X Hours field using numbers only.

      5. Toggle on the Clear - No Payment scheduled task. Instructions for this can be found on the Scheduled Tasks wiki page.

      Automated_Permit_Expiration_System_Workflow.png

      Setting Up to Automatically Clear Lockers

      1. Hover over System Configuration and click System Settings.

      2. Click Lockers.

      3. Click to enable the Clear Unpaid Lockers at Midnight toggle.

      4. Enter the desired number of hours into the Clear Payments After X Hours field using numbers only.

      5. Toggle on the Clear - No Payment scheduled task.

      If you do not see the settings mentioned above, please contact support@ops-com.com to have them enabled for you. You will need the permission of your Primary Admin.

      Using this Feature

      Administrators can manually review the Midnight List for both permits and lockers to see which items are pending removal.

      Viewing Permits without Payments

      1. Hover over Parking Management, click Reports, and then click Midnight List.

      2. Review the report displaying all users with permits in their cart that do not have an associated payment.

      Viewing Lockers without Payments

      1. Hover over Locker Management and click Midnight List.

      2. Review the report displaying all users with lockers in their cart that do not have an associated payment.

      Available Actions

      From either Midnight List report, you can perform the following actions:

      Best Practices and Considerations

        Parking Logix - Parking Sensor Integration

        This article outlines how to configure and enable the Parking Logix integration within OPS-COM, allowing administrators to sync parking sensor data for real-time monitoring and display. This feature is intended for OPS-COM administrators responsible for system configuration and user-facing parking maps.

        Setup and Configuration

        Follow these steps to integrate Parking Logix sensors with your OPS-COM system.

        Enable Parking Logix Integration

        1. Navigate to System Settings.

        2. Select Third Party settings.

        3. Enable the Parking Logix Integration checkbox.

        Adding the Lot Group

        1. Create a new lot group for each lot where you are collecting sensor data.

        2. Enter the required API code when configuring each group.

          • Note: It is possible, though unlikely, to have multiple API keys if lot access is split across several keys.

        3. Navigate to the Lot Administration tool.

        4. Open the LPR Settings Tab for the desired lot.

        5. Assign the previously created lot group to the lot.

        Enable the System Task

        1. Contact OPS-COM support by emailing support@ops-com.com to enable the required system task for sensor communication.

        2. Once the system task is active, verify the integration by navigating to Manage Parking Lot Groups to confirm that lot counts are updating correctly.

        Displaying the Map on the User Side

        To display the parking map to end users, you must insert the integration short code into your site pages.

        1. Navigate to System Messaging.

        2. Edit the desired page where the map should appear.

        3. Enter the short code [parking_logix] into the page content.

          • You may add parameters such as only, show, filter, or name to the short code to restrict the list to specific lots.

        VXJimage.png

        By design, the map will only display lots that have a group assigned and a valid API key stored.

        image.png

        Best Practices and Considerations

        Viewing and Editing LPR Events

          The License Plate Recognition (LPR) Capture Log is a tool designed to track, filter, and audit real-time and historical license plate reads. Its primary purpose is to help administrators monitor automatic data ingestion from fixed camera feeds as well as manual or mobile inputs from parking enforcement users. This article is intended for OPS-COM administrators.

          Setup and Configuration

          This reporting and auditing tool does not require any specific setup or configuration to function. Its capabilities are based on existing camera integrations, handheld device data, and the LPR permissions already assigned to your administrator profile.

          Using this Feature

          The LPR Capture Log consists of a comprehensive search interface and a detailed results table.

          Hover over Violations and click LPR and Chalking then View Events to access the log.

          Search and Filtering Interface

          Use the top section of the log to locate specific plate records using the following fields:

          1. Enter full or partial plate numbers in the Plate field. To perform a strict match, type the exact plate number (e.g., ABC123).

          2. Enable the Perform Fuzzy Search checkbox to use approximate string matching, which helps catch optical character recognition (OCR) anomalies or close variations.

          3. Click the Make drop-down menu and choose a specific vehicle manufacturer, or leave it as the default Any.

          4. Click the Colour drop-down menu and choose a specific vehicle color, or leave it as the default Any.

          5. Define a strict search window using the Start Date and Up To and Including date pickers.

          6. Click the Toggle More Options button to expand the interface and reveal advanced metadata filters:

            • Cameras: Scroll and select specific physical entry or exit lanes to track exact movement patterns.

            • Event Type: Click the drop-down menu and choose Entry, Exit, Patrol, or Tracking.

            • Device Type: Scroll and select the software agent or integration platform delivering the data (e.g., ANY, PL8RDR / Vaxtor, or User / Other).

          Key Information Displayed

          Once your search is executed, the LPR Captures Results Table displays the following information:

          Column Name Description
          Actions Provides interactive icons to manage the record.
          Licence Plate Image Displays the actual image of the captured license plate.
          Permit Displays an active permit badge icon if the plate is successfully cross-referenced with a valid parking permit.
          Plate Shows the license plate number detected by the camera or handheld device.
          Make / Model / Color Lists the declared vehicle descriptors (e.g., NISSAN / WHITE).
          Writer Identifies the intake route and assigned user or camera logic.
          Source Identifies the software module or entity passing the data.
          Device Dictates the hardware source classification, such as a fixed camera name or the handheld device name.
          Recorded Provides the exact timestamp log of the capture event.

          Visual Cues and Status Indicators

          The Writer column utilizes specific icons and directional tags to quickly communicate how a read was captured:

          Best Practices and Considerations

          The Start Date and Up To and Including date parameters only restrict results generated by Pay Station data and LPR records. These filters do not retroactively filter out base vehicle profiles based on their original database creation date or account history.

          Improve LPR Read Rates

          The Improve LPR Read Rates guide provides administrators and enforcement personnel with instructions on how to physically and digitally optimize License Plate Recognition (LPR) cameras. Its primary purpose is to help increase the accuracy and speed of plate reads through physical adjustments, exposure tuning, bounding box modifications, and system configurations. This article is intended for OPS-COM administrators and enforcement staff.

          Setup and Configuration

          Optimizing your LPR read rates involves a combination of physical camera adjustments, web interface configuration, and handheld settings.

          Physical Camera Setup

          VJUimage.png

          Web Interface Configuration

          Administrators can use the web interface to fine-tune how the camera processes images and characters.

          Adjusting Character Dimensions: You can tweak character dimensions to improve regional reads (for example, Ontario plates).

          1. Navigate to the Web Interface Page and select Plate Reader then Camera OCR.

          2. Set CHAR SIZE Min W to 10.

          3. Set CHAR SIZE Max W to 50.

          4. Set CHAR SIZE Min H to 30.

          5. Set CHAR SIZE Max H to 100.

          AsGimage.png

          Improving Exposure for Dark Plates:

          1. Set Max Shutter to 500.

          2. Set Max Gain to 256. If images are too dark, this setting can be increased, but it is not recommended to exceed 1000.

          3. Set Iris Level to 15.

          4Pdimage.png

          Adjusting the Bounding Box: The bounding box restricts the specific area analyzed by the LPR camera, ignoring unnecessary background information. Measurements for height are calculated from the top of the screen, and width from the left of the screen.

          9ISimage.png

          1. Navigate to the Plate Reader Settings.

          2. Edit the pixel values to narrow the read area. The default full-frame settings are:

            • Win MinX Pixel: 0

            • Win MinY Pixel: 0

            • Win MaxX Pixel: 1279

            • Win MaxY Pixel: 1023

          3. Increase the Min values or decrease the Max values to shrink the bounding box horizontally (X) or vertically (Y).

          4. Click the Apply button to save the changes.

          Once the bounding box settings are changed and you click the Apply button, the camera will reboot. This process will take a couple of minutes to complete before you can navigate away from the page.

          Handheld Unit Configuration

          For NOREAD results, you can adjust settings directly on the Android handheld device to process vanity plates or challenging reads.

          1. Tap System Settings.

          2. Tap Include NOREAD (ie. vanity) Results.

          3. Set the percentage to 50% to start.

          4. Tweak this percentage later based on how the system reacts in the field.

          Using this Feature

          The LPR system utilizes advanced algorithms and human corrections to continually improve its read accuracy during daily operations.

          Fuzzy Searching

          The PL8-RDR system inherently supports fuzzy searching based on user-supplied values. If the LPR system "sees" ABC123, it will automatically validate against similar visual patterns such as A8C123, ABC128, or A8C12B based on time of day and active permits.

          Manual Corrections

          You can actively improve plate reads by making manual corrections and verifying correct plates on the system. The system uses an algorithm that includes your human updates as part of its read score. Therefore, if a plate is consistently misread and corrected by an administrator or guard, it is highly probable that the system will return the human-updated version in the future.

          If you see a score of 100% in the LPR report, that indicates the system determined a human-updated version was the best match. A raw algorithmic read score of 100% is theoretically impossible with standard LPR cameras.

          Best Practices and Considerations

          LPR Audit Log

          The LPR Audit Log allows administrators to view and track License Plate Recognition (LPR) camera and chalking events. Its primary purpose is to help monitor entry, exit, patrol, and tracking activities across the parking system. This article is intended for OPS-COM administrators responsible for monitoring LPR activity and auditing vehicle movements.

          Setup and Configuration

          There is no specific setup or configuration required to use the LPR Audit Log, provided your administrative user role has the appropriate permissions to view LPR and violation data.

          Using this Feature

          The LPR Audit Log provides a centralized view of all LPR-related events, along with filtering tools to help you find specific records.

          1. Hover over Violations and click LPR and Chalking then View Audit Log.
          2. Review the initial screen to see the default audit log display.
          3. Click Toggle More Options to expose the filtering capabilities.
          4. Select a specific camera from the Camera selection drop-down menu to filter by location.
          5. Select a specific event from the Event type drop-down menu to narrow the search results.

          Event Type Definitions

          When filtering by Event type, you can select from the following five categories:

          Best Practices and Considerations

          The Validator - a Parking Validation Utility

          The Validator tool allows administrators to quickly issue temporary parking validations for specific lot zones based on vehicle license plates. Its primary purpose is to help manage guest or temporary parking permissions efficiently, ensuring compliant access for authorized visitors without requiring a full permit purchase. This article is intended for OPS-COM administrators and designated parking validators.

          Setup and Configuration

          Before staff can use the validation utility, administrators must configure the appropriate roles, assign users, and ensure lots are properly zoned.

          Configuring Roles and Users

          1. Create a new role specifically for validation staff (e.g., "Parking Validator"). For detailed instructions, refer to the Managing Roles and Permissions page.

          2. Add the Create Temp Permit Entries permission to this new role.

          3. Create or edit an administrative user profile for the staff member who will manage validations.

          4. Assign the newly created validation role to the user.

          5. Select the specific lot zones this user is authorized to manage and save the profile.

          Configuring Lot Zones

          1. Hover over Parking Management and click Lot Administration then Pricing & Lot Admin.

          2. Click the specific lot name to open its settings.

          3. Click the Zone & Location tab and select the zone associated with the lot to link it to the validator utility.

          The zones assigned to the validator's administrative profile must match the zones configured within the specific lots for the tool to function correctly.

          Using this Feature

          The validation tool can be accessed via the desktop portal, and the resulting permissions are verifiable in real-time by enforcement officers using the Android handheld application.

          Creating a Validation Record (Desktop)

          1. Log in to the OPS-COM admin portal. Users with restricted, validation-only access will only see the Create Validations menu item.

          2. Click Create Validation Records to open the utility.

          3. Enter the required license plate numbers into the provided field.

          4. Enter a comment for record-keeping purposes.

          5. Click the lot zone drop-down menu and choose the area where the vehicle is permitted to park.

          6. Select the valid date range for the permission to be in effect.

          7. Set the valid time frame by selecting the appropriate hourly blocks (e.g., selecting blocks from 7 AM to 7 PM).

          8. Select the specific days of the week you wish the validation to be in effect.

          9. Click the Validate button to apply the permission.

          Key Information Displayed & Advanced Features

          Viewing Validations on Android Handhelds

          Enforcement officers can verify these temporary permissions directly from the field.

          1. View the active vehicle list. Parkers who are validated through this tool will appear as a Temp Parker on the Android version of OPS-COM.

          2. Tap the specific plate number to open an expanded view detailing the validator-created permission and the associated lot zone.

          3. Tap the green Validator rectangle to trigger a pop-up showing the validation reference number and the exact expiry date of the permission.

          Best Practices and Considerations

          Branding the Validator Tool

          This article outlines how to customize the visual appearance of the Validator Tool pages using the system messaging editor. This allows organizations to brand the validator interface with custom headers, text, and layouts to provide a consistent user experience. This guide is intended for OPS-COM administrators responsible for system configuration and design.

          Setup and Configuration

          To customize the look and feel of the Validator Tool, you must first access the specific system messages associated with these pages.

          1. Hover over System Configuration and click Content & Designs then Pages and Content Blocks.

          2. Click the Messages tab to access the list of editable system messages.

          3. Locate the three specific messages used for the Validator Tool:

            • Validator Entry

            • Validator Manage

            • Validator Report

          Using this Feature

          Administrators can edit the content and layout of the Validator Tool pages using either a visual WYSIWYG editor or direct HTML code.

          1. Click the Edit button next to the specific Validator page you wish to modify.

          2. Enter a descriptive title for your page in the Title field.

          3. Enter a unique identifier for the page in the appropriate field.

          4. Select the desired language setting for your page.

          5. Modify the page layout and design using the visual WYSIWYG editor.

          6. Click the Tools menu and select <>Source code if you prefer to edit the page using straight HTML.

          7. Save your changes to apply the new branding to the selected Validator page.

          Best Practices and Considerations

          Managing Validator Records

          This article outlines the process for adding and managing parking validations using the Validator Tool. Its primary purpose is to allow administrators to manually validate parking for specific vehicles and remove incorrect validation entries to maintain accurate reporting. This guide is intended for OPS-COM administrators.

          Setup and Configuration

          There is no specific configuration required to manage validator records, provided your administrative user role has the appropriate permissions to access the Parking Validation tools.

          Using this Feature

          The Validator Tool allows administrators to quickly assign validations to vehicles and manage existing entries if an error was made during data entry.

          Adding a Validation Record

          1. Enter the vehicle's license plate in the Plate field.

          2. Click the Lot Zone drop-down menu and choose the appropriate lot.

          3. Enter the required time frame in the Valid Between Dates fields.

          4. Click the Validate button to create the record.

          Once a record is successfully created, it will automatically appear in the Validate Parking Report.

          Deleting a Validation Record

          If an entry was made in error, it can be removed using the management tool.

          1. Hover over Parking Management and click Parking Validation then Manage Validations.

          2. Enter the Plate Number and select the Lot Zone associated with the record you wish to locate.

          3. Click the Delete button next to the relevant record to select it with a checkmark.

          4. Click the Archive button when prompted to confirm the removal.

          A pop-up message will appear confirming the deletion of the record. Once archived, the record is immediately removed from the Validate Parking Report.

          Best Practices and Considerations

          Validator Admin Groups

          The Validator Admin Groups article outlines how to configure, manage, and assign permissions for the Validator Tool. Its primary purpose is to allow administrators to effectively organize validation groups, assign specific roles, and define management zones for permit validation operations. This guide is intended for OPS-COM administrators.

          Setup and Configuration

          Configuring validator groups involves creating the core group structures, adding members, and assigning management zones to individual administrators.

          Admin Side: Administrators must completely configure these groups and permissions before staff can effectively use the validation tools.

          User Side: End-users do not interact with validator groups or backend administrative permissions.

          Creating a Validator Group

          1. Hover over System Configuration and click Admin Management then Manage Groups.

          2. Click the Parking Validator module.

          3. Click the Add New button in the top right corner.

          4. Complete the Group Name, Module, Validator Comment, Admin Members, and Default Validation Hours fields in the newly opened window.

          5. Click the Save Group button.

          The Default Validation Hours value serves only as an automatically populated preset. There is currently no way to enforce a strict limit, and administrators may manually override this duration.

          Adding Members to a Group

          1. Hover over System Configuration and click Admin Management then Manage Groups.

          2. Click the Edit button next to the relevant Administrator Group.

          3. Click on the Admin Members bar to select and add additional members.

          4. Click the Save Group button at the bottom of the page.

          Zones and How They are Assigned

          1. Hover over System Configuration and click Admin Management then Edit Admin Users.

          2. Select the specific Admin User you wish to edit.

          3. Scroll to the bottom of the page to the Parking Validation Lot Zones window.

          4. Select the specific zone or zones that this administrator will manage.

          5. Click the Update User button to finalize the changes.

          Using this Feature

          The Validator Tool utilizes distinct roles to accurately manage access to system data and dictate deletion capabilities. Understanding these roles is critical for secure system operation.

          Role Access & Deletion Capabilities
          Super Admin Has full access to all groups. Can view all current, pending, past, and archived validations, and delete entries at any time. 
          Group Manager Can view their own groups and associated current/pending validations. Can delete entries pre-validation and up to 15 minutes past the start date.
          Validator Admin

          Can view and delete their own entries pre-validation or within the 15-minute grace period.
          Validator Entry

          Can delete any future, current, or past validations.

          Best Practices and Considerations

          Archived information is not purged from the system. While archived entries are functionally considered deleted from active views, the historical data is permanently retained to maintain system data integrity and auditing capabilities.

          Validate Parking Report

          The Validate Parking Report allows administrators to view and export historical records of parking validations within a specified timeframe. Its primary purpose is to help track, review, and audit validation activity across your system. This article is intended for OPS-COM administrators responsible for managing and auditing parking validations.

          Setup and Configuration

          Before an administrator can access this report, they must have the correct permissions assigned to their user role.

          1. Navigate to your administrator role management settings.

          2. Enable the View Validator Report checkbox for the appropriate administrator role.

          3. Save the updated permissions.

          Using this Feature

          Follow these steps to generate and view the Validate Parking Report.

          1. Hover over Parking Management and click Parking Validation Report.

          2. Enter the desired date range into the search fields to define your reporting period.

          3. Click the Search button to generate the record listing.

            image.png


          Available Actions

          Best Practices and Considerations

          Excel Exports: Exporting your report data to Excel is highly recommended if you need to filter, sort, or share validation records with external stakeholders or accounting departments.

          Hang Tag Printing

          The Hang Tag Printing feature allows administrators to batch search, email, and physically print parking permit hang tags. Its primary purpose is to streamline the distribution of physical permits by generating appropriately formatted print files that fit standard windowed envelopes and perforated hang tag paper. This article is intended for OPS-COM administrators responsible for permit fulfillment and physical tag distribution.

          Setup and Configuration

          This feature relies on existing permit data and user profile configurations. However, specific physical printer settings must be configured locally to ensure the hang tags print correctly.

          Admin Side: Administrators must configure their local web browser print settings to match the required margins before printing. Do not select the "Shrink to Fit" setting; instead, always use "100%" scale.

          Recommended Printer Margins:

          Margin Inches Millimeters
          Left 0.88 22.35
          Right 0.254 6.45
          Top 0.96 24.38
          Bottom 0.169 4.29

          User Side: End-users must have the correct mailing address properly filled out on their profile if the permits are being physically mailed to them.

          Using this Feature

          Administrators can use the following instructions to retrieve, email, and print physical hang tags.

          Retrieving Permits for Printing

          1. Hover over Parking Management, hover over the Permit Management icon, and click Hang Tag Printing.

          2. Select the specific time period from the Semester drop-down menu on the Vehicle Hang Tag Printing screen.

          3. Select the files that you want to retrieve for printing.

          4. Enable the checkbox if you only want to print tags for which the payment has been fully processed.

          5. Select the lot from the Permit Lot Name drop-down menu, or enable the corresponding checkbox to disregard the lot type.

          6. Select the distribution method and the permitted range.

          7. Click the Retrieve button to submit the search criteria.

          Visual Cues & Status Indicators The search results will display below the criteria fields. Any permits that were paid via Payroll Deduction will be visually highlighted in the results list.

          Available Actions and Buttons

          Once your list is generated, you can interact with the results using the following options:

          Best Practices and Considerations

          Printing Permit from Home Setup

          The Permit Printing from Home feature allows end-users to generate and print a physical copy of their parking permit directly from the user portal. Its primary purpose is to provide administrators with the tools to configure printable permit templates and enable self-service printing to streamline permit distribution. This article is intended for OPS-COM administrators.

          Setup and Configuration

          Configuring this feature is a two-part process. Administrators must first enable the feature within the system settings and then customize the associated print templates.

          Admin Side:

          1. Hover over System Configuration and click System Settings.

          2. Click the Permits tab.

          3. Enable the Enable User Permit Printing checkbox.

          4. Click the Save Settings button.

          Locating the Permit Print Templates:

          The printable permits are generated from standard system messages.

          1. Hover over System Configuration, click Content and Design, and then click Pages and Content Blocks.

          2. Click the Messages tab.

          3. Locate and edit the messages where the System Location column is labeled permitPdf (for regular printed permits) and permitTempPdf (for temporary printed permits).

          User Side: Once the global setting is enabled, users will see a new option to print their active permit directly from the user portal interface. For a detailed guide on the user-facing process, please refer to the Printing Your Parking Permits Made Easy! article.

          Using this Feature

          Administrators interact with this feature primarily by designing and updating the system message templates that generate the final PDF document.

          Use the content editor on the permitPdf and permitTempPdf messages to design the layout of your printable permit. You can freely use a combination of text, images (like your organization's logo), and specific shortcodes to dynamically pull in live permit and user information.

          Available Shortcodes

          The following shortcodes can be inserted within the message body to display dynamic permit information:

          To quickly use the recommended default template provided by the system, you can leave the content editor body as the default text. However, ensure you actively edit the document to change any placeholder logos or generic company names to match your specific organizational branding.

          Best Practices and Considerations

          Zebra Sticker Printers

          The Zebra Sticker Printers feature provides a comprehensive guide for configuring dedicated Zebra sticker printers for use with the OPS-COM Admin Portal. Its primary purpose is to enable the accurate printing of physical permit stickers by setting up a custom layout, system messages, and local printer settings. This guide is intended for OPS-COM administrators responsible for hardware setup and permit fulfillment.

          Setup and Configuration

          This is a one-time, multi-phase setup process. It is highly recommended to complete all phases in the specified order before attempting to print your first sticker.

          Phase 1 Create the OPSCOM Layout Template

          1. Hover over System Config and click Templates & Design.

          2. Click the Create Layout button on the Layouts List page.

          3. Enter a descriptive name for the layout (e.g., Zebra Printing) in the Name field and click the Save Changes button.

          4. Click Toggle Templates on the next screen and create a Styles section and a Scripts section.

          5. Copy the provided styling and script code into the corresponding sections for each language you wish to support.

          Phase 2 Create the System Message

          1. Navigate to Manage System Messaging and click the Create Page/Message button.

          2. Fill in the required fields, ensuring you select the new layout you created in Phase 1 from the Layout drop-down menu.

          3. Hover over Tools and click Source Code in the content editor box.

          4. Paste the required shortcode HTML into the source code view and click the Save button.

          Phase 3 Configure Windows Printer Drivers

          1. Open Windows Settings and navigate to Devices, then Printers & Scanners.

          2. Select your Zebra printer and click the Manage button.

          3. Click Printer Properties and go to the Stocks tab.

          4. Click the New... button to define a new stock that matches your sticker label dimensions exactly.

          5. Navigate to Printing Preferences and select the new stock as the default after creating the stock.

          Phase 4 Configure Browser Print Settings

          Before proceeding, you must temporarily disable the auto-print script. Navigate back to your layout template in OPS-COM (System Config then Templates & Design) and comment out the code in the Scripts section. This will prevent the sticker from automatically printing and allow you to adjust the necessary browser settings.

          Using this Feature

          Once all configuration steps are complete, administrators can use the following instructions to print permit stickers directly from the Admin Portal.

          1. Navigate to the Parking Permit Information page for the desired permit.

          2. Click the green print button located next to the Update Permit button.

          3. Use the browser's print dialog that appears to print the sticker.

          4. Uncomment the code in the Scripts section of your layout template to re-enable automatic printing after confirming the print settings are perfectly aligned.

          Best Practices and Considerations

          Flex Permits

          Flex permits allow administrators to specify variable prices for a parking lot, with the possibility of assigning a different price for every hour of the week. Its primary purpose is to provide advanced customization of permit prices, making it highly useful for dynamic pricing scenarios such as making permits more expensive during peak hours. This article is intended for OPS-COM administrators.

          Setup and Configuration

          Flex permits are counted as a type of temporary permit, functioning similarly to standard hourly permits. Administrators manage these settings directly within the lot editor by defining time slots and applying them to a weekly grid.

          Admin Side:

          1. Hover over Parking Management, hover over Lot Administration, and click Pricing & Lot Admin.

          2. Click on the lot you wish to edit and select the Flex Permits Tab.

          3. Enable the Enable flex permits checkbox to allow the use of flex permits for this lot. If disabled, users will not have the option to select flex permits, even if the grid is filled out.

          4. Click the Add New button to create a new price category.

          5. Fill in the Name (a user-friendly identifier) and Price fields, pick a Colour to represent this price, and click the Save Changes button.

          6. Click one of the selectable colours in the Options section to make it your active color (indicated by a blue outline).

          7. Click and drag your mouse across the appropriate cells in the Hourly Cell Grid to assign that specific hourly price to times in the week.

          8. Click the Update Lot button to save the cell price layouts to the database.

          Time Slot Limitations: Once a time slot price category has been created by an administrator, there is currently no way to delete it. Additionally, any sections left blank (using the default option) on the hourly cell grid will automatically be set to free.

          User Side: End-users do not interact with the setup or configuration of flex permits. They will simply see the available flex permit options and price ranges when booking from the portal, real-time map, or guest checkout.

          Using this Feature

          Once configured by an administrator, users can purchase flex permits through standard booking channels. The final price is dynamically calculated using the prices associated with each specific hour selected within the booking.

          User-Side Portal Bookings

          1. Navigate to the permits page. Lots with flex permits enabled will display a preview of the flex permit price range.

          2. Select the Flex option to view the input requirements to book a permit.

          3. Enter the Date, Start Time, and Duration (up to a 12-hour limit). If a booking exceeds the bounds of the current day, the user will be required to pick a shorter duration.

          4. Select a Vehicle stored on the account, or enter a new plate as a guest vehicle.

          5. Review the calculated cost. Selecting a different day will automatically cause the flex prices box to reload with the new day's prices.

          6. Click to reserve the permit, which adds it to the user's cart for checkout.

          Real-Time Map & QR Code / Guest Checkout

          Best Practices and Considerations