Skip to main content

Feature Overview - Rollover/Renew Permits

PermitThe rollovers,permit alsorollover referredand renewal feature allows administrators to astransition renewals,active describepermits the process of transitioningfrom an existing permit from its current, expiring validitysales periodwindow to a subsequent, new salesone. window.Its Thisprimary procedure effectively establishes a new duration for which the permit remains valid and involves the requisite charge for this extended period.   

Thispurpose is crucialto for maintainingmaintain continuous parking access for patrons,patrons especiallywhile thoseseamlessly on payroll deduction or with credit cards on file that can be automatically charged. It's designed to manage active permits from a current sales window into a future sales window, establishing a new duration for whichautomating the permitbilling remains valid and involving the requisite charge for this extended period.

For instance, consider a monthly permit holder. Their permit is initially configured within a January sales window, granting validity from January 1st to January 31st, at a cost of $100process for the month.extended Invalidity lateperiod. January,This thisarticle is intended for OPS-COM administrators managing recurring permit canbilling.

be

Setup rolledand overConfiguration

into

Before executing a February sales window. This action sets the permit's new valid period from February 1st to February 28th, with an additional charge of $100 applied to the permit holderrollover, foryou themust monthconfigure of February.

The rollover process in OPSCOM involves several key steps and configurations:

  • Sales Window Setup: Before any rollover can be performed, ensure youra new sales window hasand 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 InitiationStatus to Users: Administratorssetting useto control visibility on the Permit Renewals utility to select which sales windows and user types will be included in the rollover.portal.

    3. PermitReview Selection & Exclusions: Administrators can review and select specific lots and even individual permits to include or exclude from the rollover process.

    4. Payment Processing: For users withyour payment subscriptionsgateway (payrollsettings. deduction, EFT, credit card) set up, payments can be processed automatically as part of the rollover.

    5. User Notifications (Implicit): While not explicitly detailed as a setup, users with payment subscriptions can have their payments processed automatically, implying a streamlined experience. Users who need to make manual payments will be required to do so to secure their permit.

    6. Prevention: Both administrators and users have options to prevent specific permits from rolling over.

To ensure a smooth permit rollover, you'll need:

Before attempting rollovers, please follow the steps in these wiki articles to ensure you have activated the correct Sales Window and that you have your information correctly set up for automatic payments.

For parkers with subscriptions, automatic payments can be processed as part of the rollover. This applies to patrons who pay by payroll deduction or credit card.

For Credit Card Payments: Forprocess automatic credit card processing on rollover, the user must have a valid credit card registered in the system, and it must be set as their Prime Credit Card. Note thatrenewals, your payment gateway must allow the direct charging of client cards;cards (this won'twill not work with hostedhosted-only paymentspayments). only.

Users

Automatic Permit Payments on Rollover/Renewal

Parkers with subscriptions setup in their account

Patrons who pay by payroll deduction or through credit card purchases canmust also have a valid card saved as their Prime Credit Card.

  • 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 processed automatically as part of the rollover process.simultaneously.

    Performing Permit Rollovers

    To beginInitiating a rollover:

    Rollover and Selecting Options

    1. Hover over Permits (Clock icon) and click Sales Window.  

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

  • Before a rollover can be performed you must make sure thatSelect the newcurrent expiring sales window in the From Sales Window drop-down menu.

  • Select the target sales window you are rolling intopermits hasinto.

    a
    • start
  • date that is equal to or greater than

    Select the endspecific dateuser of your previous sales window.

    Select Rollover Options
    1. From the permit Renewal window select the current sales window you are rolling over from (From Sales Window) on the left side of the form.
    2. Then select the Sales Windowtypes you wish to roll the permits into. In our example we are rolling permits from the October Sales Window to the November Sales Window.
    3. Select what user types we wish to roll over,process, or simply leave it as the default of All User Types.Types.

    4. Click onthe Show Lots button to listgenerate all lots that can be rolled over in the selected Sales Window. Thea list of eligible lots will appear below the search form.

    Managing Individual Permits for Rollover

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

    1. To see the list of permits you can toggle for renewability, click eitherClick the Holders or Renewing button.button next to a specific lot to view a list of its associated permits.

    2. AToggle listthe ofrenewable status for any individual permits in that lot will appear, allowing you to toggle whether they should be renewable or not. For example,(e.g., if permitsa STAFF1000specific andpermit STAFF1001holder areis not renewing, they shouldn't roll over.returning).

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

    image.png

    image.png

    6. Click Update Permits 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.

    Once you've completed this process for all lots you want to include in

    Processing the rollover,Rollover

    click
      Renew
    1. Permits to continue. The screen will refresh and update

      Verify the permit counts. Permits you toggled for rollover will appear as rolled over, while those marked as not renewing will remain in the "Not Renewed" column and will be available for new users.

      image.png

      Permit Processing

      The system automatically rolls over permits paid through gateway payment types like Mastercard, Visa, or Payroll Deduction. Users whose permits are rolled over but don't have an active payment subscription will need to make a payment to secure their permit.  These Parkers will see the permit show up in their cart on the User Portal as unpaid. However, if a user has a payment subscription set up, their permit will be rolled over, and the payment will be processed automatically.

      The Process Payment option will be automaticallyis toggled on, and the Credit Card Type will appearon for users whosewith paymentsautomatic canpayment besubscriptions processed(e.g., automatically.Payroll IfDeduction, someonePrime isn'tCredit continuingCard).

      to
      2. park
    2. in a lot, simply uncheck

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

    3. Click Rollover Permits to complete the process. Remember, you'll need subscriptions set up for payroll deductions, EFT, or credit card payments. You can prevent permits from rolling over by setting their renewable flag.

      Exporting Users to Rollover

      After clicking the Rollover Permits we can also choosebutton to exportfinalize the process.

    Exporting Rollover Data

    1. Click the Export Users button on the Permit Rollover page to download an excelExcel spreadsheet of all the users that are associated with the selected lot wefor haveexternal selected.reconciliation.

      To
      2. do this we click Export Users on the Permit Rollover page. 

    image.png

    Best Practices and Considerations

    ThisSales willWindow openDates: Ensure your new sales window is configured accurately. A rollover cannot be performed unless the new sales window has a newstart windowdate that generatesis equal to or greater than the excelend document for us to open depending on the browser you are using. You may be warned that the file is corrupt in some way however you should still be able to view the output in Excel's protective view.

    Automated User Notifications

    To streamline the renewal experience and reduce manual support inquiries, OPSCOM now includes automated email triggers that fire upon the completiondate of the rolloverprevious task.

    sales

    User-Facing Notifications

    When the system task processes the rollover, users are automatically notified based on the outcome of their transaction. These templates can be customized via the Email Templates page:

    • Payment Success: If the payment (Credit Card, Payroll, etc.) is successful, the user receives a confirmation email along with their digital receipt.

    • Payment Failure: If a payment is declined (e.g., expired card, insufficient funds), the user receives a failure notification advising them of the error so they can take manual action to secure their permit.

    • Audit Trail: A record of these emails is associated directly with the user’s account profile, allowing administrators to verify communication history if a patron claims they were not notified.

    Administrative Alerts for Email Failures

    In the event that a user’s permit is processed but they have an invalid or missing email address, the system ensures the administrator is kept in the loop.window.

    The administrator who initiated the rollover will receive a summary email containing a list of all users who did not receive their receipts or alerts. This administrative digest includes:

    • Direct Links: Clickable links to the affected user accounts.

    • Transaction Details: Links to the specific payments via confirmation codes for quick reconciliation.

    Important Technical Notes

    • Task Processing Delay:Delays: Please note that theThe rollover action is executed by a background system task. Emails are not sent the instant you click the button; there will beis a shortbrief delay between clicking Rollover Permits and the dispatch of the success/failureuser notifications.
    Permit Renewal Status on User Permits

    Whether a user can see the permit renewal status or not is controlled by a system setting called Show Permit Renewal Status to Users. This setting is found under System Settings>Permits.

    To assist in keeping this process as simple as possible, there are tooltips and popups on the admin side at the Rollover State dropdown and at various places on the user side where there are references to renewing, not renewing, and permit renewal status. Further, the terminology around Permit Renewal Status is translatable.

    Tips for a Smooth Rollout

      • ConfigureAdministrative Templates: Before performing your next rollover, visit the Email Templates page to update the wording for the two new permit renewal templates.

      • Verify Admin Email:Alerts: Ensure your administrator account has a valid email address,address asattached thisto it. If a user’s permit is whereprocessed but they have an invalid or missing email address, the system will send a "Failure to Deliver" summary willto bethe sent.administrator who initiated the rollover.

      • CheckManual Payment Gateways:Payments: RememberUsers thatwhose automaticpermits are rolled over but do not have an active payment subscription (like a saved credit cardcard) receiptswill onlyhave triggerthe ifpermit youradded to their cart as unpaid. They will need to log in and make a manual payment gateway supports direct charging (as opposed to hosted-onlysecure payments).their permit.

  • Audit Trails: A record of all success and failure emails sent during the rollover process is associated directly with each user’s account profile, allowing administrators to verify communication history if a patron claims they were not notified.

    • Back to top