Permit Purchase by an Admin

The Admin Portal Permit Purchase process allows administrators to assign a standard parking permit and process the associated transaction on behalf of a user. Its primary purpose is to seamlessly facilitate in-person or administrative permit assignments while accurately logging the financial transaction in the system. This article is intended for OPS-COM administrators.

Setup and Configuration

There is no specific system configuration required to use this feature, provided your parking lots, permit inventory, and payment methods are already established. Processing a permit purchase is a standard administrative action available to users with the appropriate user management and payment processing permissions enabled on their account profile.

Using this Feature

Administrators can assign a permit and guide it through the checkout process in just a few steps.

1. Navigate to the specific user's profile and click the Parking menu item.

2. Click the Standard Permit option.

3. Select the desired lot from the drop-down menu.

4. Review the purchase details on the confirmation screen. By default, the system will select the next available permit in the sequence. To assign a specific permit, expand the permit number drop-down menu and make your selection.

5. Click the Purchase this Permit button.

6. Review the items on the Payments Due screen and click the Proceed to Payment button.

7. Select the desired payment method (e.g., Cash) from the payment type drop-down list.

8. Click the Submit Payment Type button.

9. Click the Confirm Payment Information button to proceed to the transaction screen.

10. Review the options available on the Transaction Details screen:

    • Process Manually: This option will complete the purchase and finalize the transaction.

    • Cancel & Keep: This option will terminate the checkout process but keep the permit reserved in an awaiting payment status on the user's profile for future processing.

11. Click the Process Manually button to complete the purchase.

Key Information Displayed

• Lot Availability: When selecting a lot from the drop-down menu, the system will display the number of available spaces. It will only display lots that are available to the specific user's designated user type (e.g., Staff lots will only show for staff users).

• View Snapshot: Located next to the Submit Date on the transaction screen, this link allows administrators to view a quick summary of the payment information and total values without drilling into the specific item details.

• Confirmation Number: A unique alphanumeric identifier generated for the transaction, visible on the final receipt screen and accessible via the user's history for future reference.

Available Action & Button

• Payment Notes: A dedicated text area on the final transaction screen that allows administrators to annotate the purchase, refunds, or payment anomalies. These notes are completely private and are never visible to the end-user.

• Payment Method Adjustment: Before finalizing the transaction, administrators have the ability to change the selected payment method directly from the Transaction Details screen if the user changes their mind.

Best Practices and Considerations

Managing Incomplete Transactions: If a user needs to finalize their payment at a later time, use the Cancel & Keep button. This safely holds the assigned permit under their profile without forcing you to restart the entire assignment process when they return to pay.

• Detailed Auditing: Always add clear payment notes if you alter the standard payment process, process an external offline payment, or apply a refund. This creates a reliable audit trail for your finance department.

• Verify Permit Selection: Always double-check the assigned permit number before clicking the final process button, especially if your organization requires specific users to park in designated, numbered stalls.