Cloudpermit Cotati CA Contract-Attachment 2 — Cotati City Council, May 28, 2024

Cloudpermit
11911 Freedom Drive, Ste. 720
Reston, Virginia 20190
United States
Order Form
Order #: Q-02269-2
Customer #: CUST-0022713
Date: 5/7/2024
Sales Person: Mitch Coughlin
Sales Person Email: [email protected]
Delivery Method: E-Mail
Ship To
Noah Housh
Cotati
201 West Sierra Avenue
Cotati, California 94931
United States
707-665-3635
[email protected]
Bill To
Cotati
201 West Sierra Avenue
Cotati, California 94931
United States
Subscription
Product Year 1 Year 2 Year 3
Building Annual Total USD 7,000 USD 7,000 USD 7,000
Code Enforcement Annual Total USD 2,000 USD 2,000 USD 2,000 Land Use Annual Total USD 2,500 USD 2,500 USD 2,500
Licensing and
Registration
Annual Total USD 3,500 USD 3,500 USD 3,500
Subscription Total: USD 15,000 USD 15,000 USD 15,000
Subscription start date will be the contract signature date unless otherwise stated in the Terms & Condition section.

Service
Description Annual Total
Data Import USD 3,000
Implementation Fee - Building Software Solution USD 1,000 Implementation Fee - Code Enforcement Software Solution USD 500 Implementation Fee - Land Use Software Solution USD 500 Implementation Fee - Licensing and Registration Software Solution USD 500 Service Total: USD 5,500
Customer Total First Invoice: USD 20,500

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ORDER FORM for Cotati/ Order#Q-02269-2
Terms and Conditions
Term: 3 years, billable annually
Invoicing: Subscription invoice to be sent after contract is signed and then annually.

First invoice (50%) for implementation fee is due upon implementation start (M1) and the second invoice (50%) for implementation fee to be sent after Go Live Milestone (M2) is approved.

Payment Term: Net 30 days from Invoice Date
Subscription Start Date: Date of contract signature
All stated prices are exclusive of any taxes.

Customer Name:

Signature:

Printed Name of Person Signing:

Title:

Date:

Accounts Payable Email:

By signing here, the Customer agrees to this Order Form, the Software Service Agreement and any other appendices and documentation expressly referenced in this Order Form, the Software Service Agreement and/or any amendments (together the “Agreement”).

The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer.

Cloudpermit
Signature:

Printed Name of Person Signing:

Jarkko Turtiainen
Title:

SVP North America
Date:

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SA v6 – Aug 2023 1
Cloudpermit Software
Service Agreement
THIS AGREEMENT is made by and between the “Customer” as identified in the Order Form and Cloudpermit, Inc. a Delaware corporation with its office at 11911 Freedom Drive, Suite 720, Reston, VA, 20190 (“Cloudpermit”).

1. DEFINITIONS

1.1 Unless the context otherwise requires, the following words and expressions have the following meanings:
“Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with the subject entity. Such control, for purposes of this definition, means direct or indirect ownership or control by agreement or otherwise of more than 50% of the voting interests of the subject entity. “Agreement” means the Order Form, this Software Service Agreement and all appendices and other documents expressly referenced in the Order Form, this Software Service Agreement and/or any amendments.
“Business Day” means any day other than a Saturday, Sunday or federal holiday in the USA.
“Cloudpermit Software” means the Cloudpermit platform, software applications and any third-party software applications that Cloudpermit will provide access to for the Customer and End Users.
“Confidential Information” means any information made available by one Party to the other, in any form or medium, that is proprietary or confidential to a Party or its affiliates, or their respective customers, suppliers, or other business partners, including, without limitation, all documentation, products, tools, materials, inventions, discoveries, works of authorship, programs, derivative works, information, designs, know-how, trade secrets, configurations, technical information, data, ideas, methods, processes, schematics and business plans, whether or not specifically identified as confidential.
“Customer Data” means information, data and other content that is provided by the Customer to Cloudpermit, but does not include any content that is publicly available, currently or in the future.
"Customer Systems" means the Customer’s information technology infrastructure including computers, software, databases, database management systems, other electronic systems and networks, whether operated directly by the Customer or through the use of third-party services that enable the Customer and/or End Users to access the Cloudpermit Software.

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“End User” means any individual that Customer has designated or authorized to use the Cloudpermit Software. End Users may include, for example, residents, employees, consultants, contractors of Customer, and representatives of any other third parties with which Customer transacts business.
“End User Data” means the information, data and other content that is provided by an End User to Cloudpermit but does not include any content that is publicly available, currently or in the future.
“Fees” means the annual subscription fees, implementation fees and any other fees stated in the Order Form, any Appendix or otherwise agreed to in writing by the Parties.
“Force Majeure Event” means any event or occurrence which is outside the reasonable control of a Party and which is not attributable to any act or failure to take commercially reasonable preventative action by that Party, including war, act of foreign enemies, hostilities (regardless of whether war is declared), terrorist activities, strikes, lockouts, pandemics, interruption or failure of electricity, and Acts of God (including fire, flood, earthquake, hurricane, or other natural disaster), but not including insolvency or lack of funds.
“General Communications Network” means communication networks owned, and/or leased, and operated by internet service providers which allow individuals to access the internet and access the Cloudpermit Software via the internet. “Identifier” means a user name and password that associates an End User with the End User’s account or user ID in the Cloudpermit Software. “Implementation” means the initial configuration and implementation of the Cloudpermit Software for the Customer.
“Party” and “Parties” mean Cloudpermit and its affiliates and/or the Customer.

2. CLOUDPERMIT’S RESPONSIBILITIES

2.1 Cloudpermit will make the Cloudpermit Software available to the Customer pursuant to this Agreement and the additional terms and conditions for use of the Cloudpermit Software by End Users available at www.cloudpermit.com as may be amended from time to time.

2.2 Cloudpermit will use all commercially reasonable efforts to keep the Cloudpermit Software available for use except for downtime or degradation for maintenance, installation, change, data security risk, requirements of law, regulation by government authorities, a Force Majeure Event, or any other circumstances beyond Cloudpermit’s reasonable control.

3. CUSTOMER’S RESPONSIBILITES

3.1 The Customer and each End User is required to maintain an internet connection at its own cost to access the Cloudpermit Software.

3.2 The Cloudpermit Software may be used by the Customer and End Users only in accordance with this Agreement and the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time.

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3.3 The Customer will at all times maintain and operate in good repair the Customer Systems and take all actions necessary to secure Customer Data, End User Data and access credentials, including Identifiers. Cloudpermit is not liable or responsible for any delay or performance failure caused by the Customer or Customer Systems.

3.4 If the Customer becomes aware of any actual or threatened harmful activity with respect to Customer Data, End User Data, Identifiers, unauthorized access to the Cloudpermit Software, unauthorized access to or acquisition of Customer Data or End User Data, or any other breach related to the Cloudpermit Software in any way, the Customer will immediately notify Cloudpermit and the Parties will each mitigate any negative effects of such harmful activity or breach.

3.5 The Customer will promptly, upon request by Cloudpermit, provide all necessary information and guidelines to Cloudpermit for providing the Cloudpermit Software to the Customer and its End Users. The Customer ensures that the information and guidelines it provides are correct.

3.6 The Customer shall not, and shall not authorize any other person to, access or use the Cloudpermit Software except as expressly permitted by this Agreement and the Customer shall not: (a) copy, modify or create derivative works or improvements to the Cloudpermit Software; (b) rent, lease, lend, sell, sublicense, assign, distribute, publish, transfer or otherwise make available the Cloudpermit Software to any person, including on or in connection with any time-sharing, service bureau, software as a service, cloud or other technology or service; (c) reverse engineer, disassemble, decompile, decode, adapt or otherwise attempt to derive or gain access to the source code of the Cloudpermit Software; (d) access or use the Cloudpermit Software other than by an authorized End User through the use of his or her own then-valid access credentials; (e) input, upload, transmit or otherwise provide to or through the Cloudpermit Software any content, information or materials that are unlawful or injurious, or contain, transmit or activate any harmful code or content; or (f) access or use the Cloudpermit Software for purposes of competitive analysis of the Cloudpermit Software, or for the development, provision or use of a competing software service or product.

4. SERVICE FEES AND PAYMENT TERMS

4.1 In consideration of Cloudpermit’s performance of its obligations under this Agreement, the Customer will pay all Fees in the manner provided for in the Order Form.

4.2 All Fees and other amounts payable by Customer stated in the Order Form and in this Agreement are exclusive of applicable taxes.

4.3 All amounts payable to Cloudpermit will be paid by the Customer in full without any set-off, recoupment, counterclaim, deduction, debit or withholding for any reason.

4.4 Any sum not paid by the Customer when due will bear interest from the due date until paid at a rate of 1.5% per month, compounded monthly, or the maximum rate permitted by law.

4.5 Invoices will be sent to the Customer as provided in the Order Form.

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5. CHANGES

5.1 Cloudpermit reserves the right to make any changes to the Cloudpermit Software that it deems necessary or useful to: (a) maintain or enhance the quality or delivery of the Cloudpermit Software to its customers, the competitive strength of or market for the Cloudpermit Software, or the cost efficiency or performance of the Cloudpermit Software; or (b) to comply with applicable law.

5.2 Cloudpermit will make reasonable efforts to notify the Customer of any changes in advance. If such advance notice is not reasonably possible, then Cloudpermit will notify Customer after the change without delay.

6. DATA, PRIVACY AND PROTECTION

6.1 The Parties will each comply with all applicable privacy and data protection laws in force during this Agreement.

6.2 Cloudpermit warrants that it will employ security measures in accordance with Cloudpermit’s privacy policy available at www.cloudpermit.com as may be amended from time to time. Neither Party is responsible for the data security of the General Communications Network or any disturbance in the General Communications Network.

6.3 Customer has and will retain sole responsibility for: (a) all Customer Data and End User Data, including its content and use; (b) all information, instruction and materials provided by or on behalf of the Customer or any End User in connection with the Cloudpermit Software; (c) the Customer Systems; (d) the security and use of Customer's and End Users' access credentials, including Identifiers; and (e) all access to and use of the Cloudpermit Software directly or indirectly by or through the Customer Systems or any End Users' systems.

6.4 Customer will employ all physical, administrative, and technical controls, screening, and security procedures and other safeguards necessary to: (a) securely administer the distribution and use of Identifiers or other credentials to access the Cloudpermit Software; and (b) control the content and use of Customer Data and End User Data, including uploading or other use or processing of Customer Data and End User Data, whether or not related to the Cloudpermit Software.

6.5 Cloudpermit warrants that it will not cause or permit any Customer Data to be collected, reproduced, stored or otherwise processed in any manner or for any purpose other than performance of Cloudpermit’s obligations stated in this Agreement.

6.6 As between Customer and Cloudpermit, Customer is and shall remain the sole and exclusive owner of all right, title, and interest in and to Customer Data. Customer hereby grants to Cloudpermit a license to use and process Customer Data as necessary for performance of the Cloudpermit’s obligations stated in this Agreement and the Customer’s and End User’s use of the Cloudpermit Software.

6.7 The Cloudpermit Software may provide external links to other sites on the internet, as a convenience for the Customer and End Users. Cloudpermit is not responsible for such linked destinations and such links do not imply Cloudpermit’s association, affiliation, sponsorship or endorsement of the content, operation or security of any such linked destination.

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6.8 Cloudpermit will provide a mechanism for the Customer to download and export Customer Data and End User Data during the Term of the Agreement to the fullest extent commercially reasonable in light of the circumstances that required such data recovery and restoration.

6.9 Upon termination of the Order Form for any reason, whether or not Customer has retrieved Customer Data, Cloudpermit reserves the right to permanently and definitively delete the Customer Data held in the Services thirty (30) days following termination of the Order Form.

7. IDENTIFIERS AND THEIR USE

7.1 Cloudpermit will deliver to the Customer identifiers necessary for access to and use of the Cloudpermit Software in accordance with this Agreement and any additional terms and conditions for use by End Users.

7.2 The Customer will be responsible for the use of the Cloudpermit Software by its employees, agents and End Users, including use of Identifiers. The Customer will notify Cloudpermit without delay if an Identifier has been disclosed to a third party or if the Customer suspects that an Identifier has been disclosed or otherwise misused.

7.3 Upon request by Cloudpermit, the Customer will change any Identifier for access to the Cloudpermit Software.

7.4 Cloudpermit may change any Customer Identifier and will provide prompt notice to Customer of such change.

8. DATA LOCATION

8.1 The servers used by Cloudpermit to provide the Cloudpermit Software and all data regarding the Cloudpermit Software will be hosted in the USA.

9. WARRANTIES

9.1 Each Party represents and warrants to the other Party that it has all required powers and capacity to enter into this Agreement, to grant the rights and license granted under this Agreement, and to perform its obligations under this Agreement.

9.2 The Customer represents, warrants and covenants to Cloudpermit that the Customer owns or otherwise has, and will have, the necessary rights and consents in and relating to the Customer Data and End User Data so that, as received by Cloudpermit and processed in accordance with this Agreement, neither Party and will infringe, misappropriate or otherwise violate any intellectual property rights, or any privacy or other rights of any third party or violate any applicable law.

9.3 EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS AGREEMENT, ALL

SOFTWARE, SERVICES AND MATERIALS PROVIDED BY ONE PARTY TO THE OTHER HEREUNDER ARE PROVIDED “AS IS”. CLOUDPERMIT HEREBY DISCLAIMS ALL

CONDITIONS AND WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR

OTHERWISE UNDER THIS AGREEMENT, AND CLOUDPERMIT SPECIFICALLY DISCLAIMS

ALL IMPLIED CONDITIONS AND WARRANTIES OF MERCHANTABILITY AND FITNESS

FOR A PARTICULAR PURPOSE, AND ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE.

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10. OWNERSHIP AND INTELLECTUAL PROPERTY RIGHTS

10.1 The Customer acknowledges that, as between the Customer and Cloudpermit, Cloudpermit owns all right, title, and interest, including all intellectual property rights, in and to the Cloudpermit Software. The Customer and End Users are granted only a limited right to use the Cloudpermit Software during the term of this Agreement in accordance with this Agreement and the additional terms and conditions for use by End Users.

10.2 If the Customer or any of its employees or contractors sends or transmits any communications or materials to Cloudpermit by mail, email, telephone, or otherwise, suggesting or recommending changes to the Cloudpermit Software, including without limitation, new features or functionality relating thereto, or any comments, questions, suggestions, or the like, Cloudpermit is free to use and incorporate such feedback irrespective of any other obligation or limitation between the Parties governing such feedback for any purpose whatsoever and without any requirement to pay any compensation to the Customer or to any other person or entity.

10.3 If any part of the Cloudpermit Software is, or in Cloudpermit’s reasonable opinion is likely to be, claimed to infringe, misappropriate or otherwise violate any third party intellectual property right, or if the Customer’s or any End User’s use of the Services is enjoined or threatened to be enjoined, Cloudpermit may, at its option and sole cost and expense: (a) obtain the right for the Customer to continue to use the Cloudpermit Software materially as contemplated by this Agreement; (b) modify or replace the Cloudpermit Software, in whole or in part, to seek to make the Cloudpermit Software (as so modified or replaced) non-infringing, while providing materially equivalent features and functionality, in which case such modifications or replacements will constitute the Cloudpermit Software as provided under this Agreement; or (c) by written notice provided sixty (60) calendar days in advance to the Customer to terminate this Agreement with respect to all or part of the Cloudpermit Software (providing a pro-rated refund for any prepaid access to the Cloudpermit Software) and require the Customer to immediately cease any use of the Cloudpermit Software or any specified part or feature thereof.

11. INDEMNITY

11.1 Each party will indemnify, defend and hold harmless the other Party and its officers, directors, employees, agents, successors, subcontractors, attorneys, affiliates and assigns from and against any and all losses, damages, liabilities, claims, penalties, fines, costs or expenses of whatever kind, including legal fees, disbursements and charges, and the cost of enforcing any right to indemnification and the cost of pursuing any insurance providers incurred by a Party to the extent arising out of or relating to:
(a) any claim by a third party that a Party’s acts or omissions with respect to the Cloudpermit Software infringes a third party’s intellectual property right, provided that the foregoing obligation does not apply to any claim arising out of or relating to any access to or use of the Cloudpermit Software in a manner contrary to this Agreement or the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time, or contrary to any instructions provided by Cloudpermit regarding use of the Cloudpermit Software or use of the Cloudpermit Software in combination with any hardware, system, software, network or other materials or service not provided or authorized by Cloudpermit; (b) the indemnifying Party’s breach of this Agreement; or (c) the indemnifying Party’s negligence or willful misconduct in connection with this Agreement.

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12. LIMITATION OF LIABILITY

12.1 IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER PARTY IN CONTRACT,

TORT OR OTHERWISE, WHATEVER THE CAUSE THEREOF, FOR ANY LOSS OF PROFIT,

BUSINESS, REVENUE OR GOODWILL, DAMAGES CAUSED BY DELAYS, OR A FAILURE

TO REALIZE EXPECTED SAVINGS, OR ANY INDIRECT, SPECIAL, CONSEQUENTIAL,

INCIDENTAL, EXEMPLARY, AGGRAVATED OR PUNITIVE COST, DAMAGES OR EXPENSE

OF ANY KIND, HOWSOEVER ARISING UNDER OR IN CONNECTION WITH THIS

AGREEMENT OR THE CLOUDPERMIT SOFTWARE, WHETHER OR NOT SUCH DAMAGES,

COSTS, LOSSES OR EXPENSES COULD REASONABLY BE FORESEEN OR WHETHER OR NOT THEIR LIKELIHOOD HAS BEEN DISCLOSED.

12.2 NEITHER PARTY SHALL BE LIABLE FOR THE DESTRUCTION, LOSS OR ALTERATION OF THE OTHER PARTY’S DATA OR DATA FILES, NOR FOR ANY DAMAGES AND EXPENSES INCURRED AS A RESULT, INCLUDING EXPENSES INVOLVED IN THE RECONSTRUCTION OF DATA FILES.

12.3 IN NO EVENT SHALL EITHER PARTY’S AGGREGATE LIABILITY ARISING OUT OF OR

RELATED TO THIS AGREEMENT, WHETHER ARISING OUT OF OR RELATED TO BREACH

OF CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, EXCEED THE

AGGREGATE AMOUNT PAID OR PAYABLE TO CLOUDPERMIT PURSUANT TO THIS AGREEMENT DURING THE SIX (6) MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. MAXIMUM LIABILITY SHALL BE SIX (6) MONTHS OF THE ANNUAL SUBSCRIPTION FEE.

12.4 NOTWITHSTANDING THIS SECTION 12, NOTHING IN THIS AGREEMENT SHALL LIMIT EITHER PARTY’S LIABILITY FOR DELIBERATE BREACH, DELIBERATE DEFAULT, WILLFUL MISCONDUCT OR GROSS NEGLIGENCE.

13. CONFIDENTIALITY

13.1 In connection with this Agreement each Party (as the “Disclosing Party”) may disclose or make available Confidential Information to the other Party (as the “Receiving Party”). “Confidential Information” means information in any form or medium (whether oral, written, electronic or other) that the Disclosing Party considers confidential or proprietary, including, information consisting of, or relating to, the Disclosing Party’s technology, trade secrets, know-how, business operations, plans, strategies, customers and pricing and information with respect to which the Disclosing Party has contractual or other confidentiality obligations, in each case whether or not marked, designated or otherwise identified as “confidential”.

13.2 Confidential Information shall not include any data or information: (i) that, at the time of disclosure, is in or, after disclosure, becomes part of the public domain, through no act or failure on the part of the Receiving Party; (ii) that, prior to disclosure by the Disclosing Party, was already in the possession of the Receiving Party, as evidenced by written records kept by the Receiving Party in the ordinary course of its business, or as evidenced by proof of actual prior use by the Receiving Party; (iii) that was independently developed by the Receiving Party, by persons having no direct or indirect access to the Disclosing Party’s Confidential Information provided that the Receiving Party provides clear and convincing evidence of such independent development; or (iv) which, subsequent to disclosure, is obtained from a third person:
(A) who is lawfully in possession of the such information; (B) who is not in violation of any contractual, legal, or fiduciary obligation to either Party, as applicable, with respect

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to such information; and (C) who does not prohibit either Party from disclosing such information to others; (v) is further disclosed with the prior written consent of the Disclosing Party, but only to the extent of such consent; or (vi) is a disclosure required by state or federal open records laws or a disclosure ordered by a court or similar adjudicator or authority.

13.3 Each Party will, and will cause its employees, agents and contractors to hold Confidential Information of the other Party in confidence, and will use the same degree of care by instruction, agreement or otherwise, to maintain the confidentiality of the other Party’s Confidential Information that it uses to maintain the confidentiality of its own Confidential Information, and with at least a reasonable degree of care commensurate with the nature and importance of such Confidential Information. Each Party agrees not to make use of Confidential Information other than for the exercise of rights or the performance of obligations under this Agreement, and not to release, disclose, communicate or make it available to any third person other than employees, agents and contractors of any Party or third party who reasonably need to know it in connection with the exercise of rights or the performance of obligations under this Agreement.

13.4 In the event that a Party receives a request to disclose all or any part of the Confidential Information under the terms of a valid and effective subpoena or order issued by a court of competent jurisdiction or by a governmental authority, such Party will: (i) immediately notify the other Party of the existence, terms and circumstances surrounding such a request; (ii) consult with the other Party on the advisability of taking legally available steps to resist or narrow such request; and (iii) if disclosure of such Confidential Information is required, exercise reasonable efforts to obtain an order or other reliable assurance that confidential treatment will be accorded to such portion of the disclosed Confidential Information which the other Party so designates.

13.5 Each Party acknowledges and agrees that any unauthorized use or disclosure by it of any of the other Party’s Confidential Information, in whole or part, will cause irreparable damage to the Disclosing Party, that monetary damages would be an inadequate remedy and that the amount of such damages would be extremely difficult to measure. The Receiving Party agrees that the Disclosing Party shall be entitled to seek temporary and permanent injunctive relief to restrain the Receiving Party from any unauthorized disclosure or use. Nothing in this Agreement shall be construed as preventing the Disclosing Party from pursuing any and all remedies available to it for a breach or threatened breach of this Agreement, including the recovery of monetary damages from the Receiving Party.

13.6 Cloudpermit is entitled to identify the Customer as a user or former user of the Cloudpermit Software without violating any confidentiality obligation.

14. TERM AND TERMINATION

14.1 This Agreement commences on the date of its execution by the Customer and will continue in effect for the term stated in the Order Form unless terminated earlier under any of this Agreement’s express provisions.

14.2 Either Party may terminate this Agreement by giving written notice to the other Party upon the occurrence of any of the following: (a) the other Party defaults with respect to a material obligation under this Agreement and does not remedy that default within

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ten (10) Business Days after receiving written notice of the default; or (b) the other Party: (i) makes a general assignment for the benefit of its creditors; (ii) has issued against it a bankruptcy order or otherwise becomes subject to any involuntary proceeding under any domestic or foreign bankruptcy law; or (iii) commences or institutes any application, proceeding or other action under any law relating to bankruptcy, insolvency, winding-up, reorganization, administration, plan of arrangement, relief or protection of debtors, compromise of debts or similar laws.

Termination related to such assignment or bankruptcy will not result in any penalties or liability to either Party.

14.3 Upon the expiration or termination of this Agreement, except as expressly otherwise provided in this Agreement: (a) all rights, grants of rights, licenses, consents and authorizations by either Party to the other will immediately terminate; (b) notwithstanding anything to the contrary in this Agreement, with respect to Confidential Information then in its possession or control: (i) the Receiving Party may retain the Disclosing Party’s Confidential Information in its then current state and solely to the extent and for so long as required by applicable law, (ii) Cloudpermit may retain Customer Data in its backups, archives and disaster recovery systems until such Customer Data is deleted in the ordinary course of its business, (iii) all information described in this Agreement will remain subject to all confidentiality, security and other applicable requirements of this Agreement; and (c) Cloudpermit may disable all Customer and End User access to the Cloudpermit Software.

14.4 Termination or expiration of this Agreement will be without prejudice to any rights, remedies or obligations of the Parties accrued under this Agreement prior to termination or expiration.

15. FORCE MAJEURE

15.1 Neither Party will be liable for failure to fulfill, or for delay in fulfilling, its obligations required hereunder due to a Force Majeure Event.

15.2 The Party whose performance under this Agreement is prevented or delayed by a Force Majeure Event will advise the other Party by notice in writing of the occurrence of the Force Majeure Event as soon as possible and shall do all things reasonably possible to mitigate any loss being caused to the other Party by reason of the Force Majeure Event, and will notify the other Party of the termination of the Force Majeure Event.

16. NOTICES

16.1 Every notice or other communication between the Parties will be deemed to have been given and made if in writing and if served by personal delivery upon the Party for whom it is intended, when sent by registered or certified mail, return receipt requested, or by a national courier service, or if sent by email (receipt of which is confirmed) to the Customer’s and Cloudpermit’s contact persons as stated in the Order form.

16.2 Any such notification will be deemed to have been delivered: (a) upon receipt, if delivered personally; (b) on the next Business Day, if sent by national courier service for next business day delivery or if sent by email and (c) in five Business Days if sent by mail when the actual time of receipt is not otherwise shown by the postal system.

Any correctly addressed notice or last known address of the other Party that is reasonably relied upon that is refused, unclaimed, or undeliverable because of an act

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or omission of the Party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities by mail, through messenger or commercial express delivery services.

17. ASSIGNMENT

17.1 Neither Party may assign or transfer this Agreement or any right under this Agreement without the prior written consent of the other Party, except to an Affiliate or successor in interest by merger, acquisition or reorganization.

18. AMENDMENTS AND WAIVERS

18.1 No amendment to this Agreement will be valid or binding unless it is made in writing and executed by all Parties. No waiver of any breach of any provision of this Agreement will be effective or binding unless made in writing and signed by the Party purporting to give any waiver and, unless otherwise provided, any waiver will be limited to the specific breach waived.

19. SEVERABILITY

19.1 If a provision of this Agreement is or becomes invalid, ineffective or unenforceable, the validity, effectiveness or enforceability of the remaining provisions will remain unaffected. The Parties will negotiate in good faith to replace the invalid, ineffective or unenforceable provision immediately with a valid, effective or enforceable provision which comes as close as possible to the spirit and purpose of the provision to be replaced.

20. APPLICABLE LAW AND DISPUTES

20.1 This Agreement is governed by the laws of the state in which the Customer is located excluding any conflict of law rule or principle of such laws that might refer such interpretation or enforcement to the laws of another jurisdiction. Each Party submits to the jurisdiction of the applicable court(s) in such location with respect to any matter arising under this Agreement.

21. CONTINUING TO PERFORM

21.1 Except in the event of termination of this Agreement pursuant to its terms, during a dispute or notice or cure period, Cloudpermit will continue to fulfill all its obligations under this Agreement, and Customer will continue to make all payments required by the Agreement.

22. ENTIRE AGREEMENT

22.1 This Agreement is the complete agreement between the Parties concerning the subject matter of this Agreement and replaces any prior oral or written communications between the Parties. There are no conditions, understandings, agreements, representations, or warranties expressed or implied, that are not specified in this Agreement including, without limitation, the Order Form. In the event and to the extent of an inconsistency or conflict between any of the terms of this Agreement, including its appendices, and any other documents incorporated herein by reference,

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the conflict or inconsistency shall be resolved by giving those provisions and documents the following order of descending precedence: (1) the Order Form; (2) this Software Service Agreement; (3) any Appendices; (4) any other document referenced by this Agreement or agreed to by the Parties, unless it expressly and specifically replaces or modifies any of the prior documents, in whole or in part.

23. RELATIONSHIP

23.1 The Parties are independent contractors and no other relationship is intended. Nothing herein shall be deemed to constitute either Party as an agent, representative or employee of the other Party, or both Parties as joint venturers or partners for any purpose. Neither Party shall act in a manner that expresses or implies a relationship other than that of independent contractor. Each Party shall act solely as an independent contractor and shall not be responsible for the acts or omissions of the other Party. Neither Party will have the authority or right to represent nor obligate the other Party in any way except as expressly authorized by this Agreement.

24. NO THIRD PARTY BENEFICIARIES

24.1 This Agreement is for the sole benefit of the Parties and their successors and assigns and nothing herein, express or implied, is intended to or shall confer upon any other person any legal or equitable right, benefit or remedy. End Users may benefit from their use of the Cloudpermit Software, but End Users’ relationships to the Parties are not defined by this Agreement because they are defined solely: (a) to Cloudpermit by the terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time; and (b) to the Customer by separate agreement(s), if any, between the Customer and End Users.

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25. EXECUTION

25.1 This Agreement must be executed simultaneously in two separate places: (1) on the Order Form; and (2) in the signature block below (both documents must be signed by the Customer before execution of this Agreement is complete). They may be executed in two or more identical counterparts, or by way of facsimile and electronic transmission without any further exchange of documents containing original signatures, each of which when executed by a Party will be deemed an original and such counterparts together will constitute one and the same Agreement.

CUSTOMER NAME: ____________________________________________ Signature: ____________________________________________ Printed Name of
Person Signing: ____________________________________________ Title: ____________________________________________
Date: ____________________________________________
I confirm that I have received and read all applicable product descriptions.

By signing here, the Customer agrees to the Order Form, this Software Service Agreement and any other appendices and documentation expressly referenced in the Order Form, this Software Service Agreement and/or any amendments (together the “Agreement”).

The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer.
____________________________________________
Signature: ____________________________________________ Printed Name of
Person Signing: ____________________________________________ Title: ____________________________________________
Date: ____________________________________________
Jarkko Turtiainen
SVP North America
Cloudpermit
1 CLOUDPERMIT

IMPLEMENTATION MODEL
2 TABLE OF CONTENTS
CLOUDPERMIT IMPLEMENTATION DESCRIPTION............................................................................... 2 IMPLEMENTATION TIMELINE............................................................................................................ 2 IMPLEMENTATION MODEL ............................................................................................................... 3 Kickoff.......................................................................................................................................... 3 Workshop.................................................................................................................................... 3 Configuration .............................................................................................................................. 3 Training & Testing....................................................................................................................... 3 Go Live......................................................................................................................................... 3 MILESTONES & ACCEPTANCE CRITERIA .......................................................................................... 4 CHANGE MANAGEMENT .................................................................................................................. 4 ADDITIONAL SERVICES COST........................................................................................................... 4

CLOUDPERMIT IMPLEMENTATION DESCRIPTION
The implementation model, described herein, details the proven model used to implement the various products offered by Cloudpermit for a new public-facing solution for the Customer. This is accomplished through a five-stage implementation process: Stage 1 – Kickoff, Stage 2 – Workshop, Stage 3 – Configuration, Stage 4 - Training & Testing and Stage 5 - Go Live.

The product(s) to be implemented is identified on the approved order form and is inclusive of the functionality that is identified in the product specific documentation.

Any services not listed on the Order Form are considered out of scope and can only be added through an agreed upon change order.

IMPLEMENTATION TIMELINE
The implementation schedule for Cloudpermit is mutually agreed upon prior to the Kickoff meeting and documented with a project plan. Any modifications or extensions to the project plan will be requested through the customer´s authorized representative and evaluated by Cloudpermit Head of Professional Services for review and discussion. If this modification or extension is granted, Cloudpermit will provide a change order to be signed by the Customer. Cloudpermit standard implementation timeline is detailed below.
3 To manage this timeline, Cloudpermit Implementation Specialist will establish a weekly meeting checkpoint to ensure the implementation is on track and weekly action items are achieved.

IMPLEMENTATION MODEL
As part of the Implementation Model, Cloudpermit and the Customer will be responsible for performing tasks throughout the various stages of the implementation process. The following is a description of tasks needed to successfully complete the implementation of the Cloudpermit Product. For a more detailed description please refer to the Cloudpermit Implementation Methodology documentation.

Kickoff
A meeting between Cloudpermit and the Customers staff and key stakeholders to provide an overview of the product, discuss the goals and objectives and the agreed upon project schedule to establish a plan for a successful implementation.

Workshop
Cloudpermit solution is built on standard, out of the box, functionality. The workshop will ensure that the Implementation Specialist has a full understanding of the business processes, the details the municipality needs to collect from the applicant, fee schedules and any templates which needs to be generated.

Cloudpermit standard out of the box solution integrates with ESRI ArcGIS through a REST(API) to establish the property location and also integrates with certain Payment Providers to allow for online payments.

Cloudpermit encourages the use of 3rd party payment providers which are already integrated with Cloudpermit. The Implementation Specialist can provide a full list of the 3rd party payment providers, however, if the municipality uses another 3rd party vendor, then a custom integration is needed and could impact the schedule. This should be identified as soon as possible to minimize the impact to the schedule.

Note: Any Non-Standard Integrations are subject to additional Scope and costs.

Configuration
Configuration of Cloudpermit with the features and functionalities needed to allow the customer the ability to process applications using the online Cloudpermit solution.

Training & Testing
Cloudpermit Implementation Specialist will provide two (2) standard training sessions to key users of the system to ensure the customer can successfully test the product.

Additional Training: Cloudpermit’s training is built to ensure the customer is ready to utilize the software to its full extent. In some cases, additional training is necessary during implementation or Post Go Live.

The customer can order additional training according to Cloudpermit’s price list.

Go Live
Go Live includes a Go/No Go decision prior to a scheduled Go Live meeting where the training environment configuration will be promoted to the production. At the Go Live meeting the customer will 4 submit their first Customer permit/application and/or create their first case in Cloudpermit to satisfy the Customers go live.

MILESTONES & ACCEPTANCE CRITERIA
Milestones are used for acceptance of various steps within the Implementation process. At the completion of each milestone the client will receive a Milestone Acceptance Document to be signed accepting that the tasks provided within each milestone have been completed. It is agreed that the Customer will accept each Milestone, unless such Milestone contains a “go live blocker” defect and Customer so notifies Cloudpermit, in writing, within 5 business days of the Milestone Acceptance Request.

Milestones that do not receive notification of non-acceptance within 5 business days will be deemed accepted.

Milestone
Number
Milestone Description Billable
Amount
M1 Project Plan Acceptance 50%
M2 The kickoff, configuration, and 1
st training sessions has been completed 50%
Go Live tasks have been completed and the first permit/application is entered in Cloudpermit production Environment.

Once Cloudpermit has provided corrections, Customer will have Seven (7) business days to verify that the corrections are sufficient and to provide written notice of any failure to correct a Go Live Blocker. If no written notification is provided, the corrections and the Milestone will be deemed accepted.

Cloudpermit will correct all Go Live Blockers as described above and handle Post Go Live issues within a reasonable Post Go Live window. All other Defects will be tracked for potential future releases. Notice of any Go Live Blocker defect must be provided to Cloudpermit in writing.

CHANGE MANAGEMENT
Cloudpermit Implementation Model provides a comprehensive, fully inclusive approach to implement the Cloudpermit solution. During the implementation process, additional needs may be identified for the Customer, that are outside of the project scope. These items once identified will be managed through a Change Request. The Change Order will identify the request, detail the requirements and justification and any scheduling or cost implications resulting from the change Request.

ADDITIONAL SERVICES COST
Additional Services are available from the Professional Services team that may not be included in the previously agreed upon scope. Cloudpermit can provide additional services as per the price list and through a change order
For on-site meetings, travel and per diem expenses will be invoiced to the Customer in accordance with Cloudpermit Travel Policy which will include airfare, mileage, hotel accommodations and daily per diem.

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Additional Services Price List
11911 Freedom Drive, Ste 720
Reston, Virginia, 20190
+1 (833) 253-7376
Prices in USD valid as of March 2024
Category Description of Services Rate Billable
Professional Services Hourly Rate $180 Per Hour
Additional Training (remote) 2 hours with recording $1,500 Per Session Additional Training (Onsite) First day of Onsite training (recording and travel is included) $3,000 Per Project
Additional Training (Onsite) Second and Third day of Onsite training, up to 3 days max of Onsite training $1,000 Per Day
Data Import Data import of 1 Product $3,000 Upon Delivery Data Import Data import of 2 Products $5,000 Upon Delivery Data Import Data import of 3 Products $6,000 Upon Delivery Data Import Data import of 4 or more Products $7,000 Upon Delivery GIS Hosting Integration ESRI - Implementation Based on Scope Upon Delivery Integration ESRI - Subscription Based on Scope Annually Integration - AD (Azure) AD (Azure) - Implementation $700 Upon Delivery AD (Azure) - Subscription $500 Annually
Integration - Bluebeam Bluebeam - Implementation TBD Upon Delivery Bluebeam - Subscription TBD Annually
Integration - DigEplan DigEplan - Implementation $1,500 Upon Delivery DigEplan - Subscription $1,000 Annually
Integration - Laserfiche Laserfiche - Implementation $3,000 Upon Delivery Laserfiche - Subscription $2,500 Annually
Integration - Online Payments Online Payments - Implementation Based on Complexity Upon Delivery
Online Payments - Subscription $700 Per Project
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Integration - SSO SSO Open ID - Implementation $700 Upon Delivery SSO Open ID - Subscription $700 Per Project
Integration - Vizzly Vizzly - Implementation TBD Upon Delivery Vizzly - Subscription TBD Per Project
Integration - Out of Scope Out of Scope - Implementation Based on Scope Upon Delivery Out of Scope - Subscription $500 Annually
Cloudpermit
Building Permitting
Product Description
2023
1 ©2023 Cloudpermit Confidential
Contents
General Description.....................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Building Permitting ..............................................................................................................2 Cloudpermit Common and Building Permitting Features....................................................................3 Cloudpermit Registration and Login....................................................................................................3 Cloudpermit Dashboard .........................................................................................................................4 Cloudpermit Workspace .........................................................................................................................5 Interactive Maps ......................................................................................................................................5 Messaging .................................................................................................................................................6 Pre-Consultation ......................................................................................................................................7 Review Management...............................................................................................................................7 Circulation .................................................................................................................................................8 Permit Issuance ........................................................................................................................................9 Inspections ................................................................................................................................................9 Fees Management................................................................................................................................ 10 Report Management............................................................................................................................ 11 Configuration Tools .................................................................................................................................. 11 Configuration Description....................................................................................................................... 12 Cloudpermit Third-Party Integrated Systems...................................................................................... 13 Standard Configurable Third-Party Integrations ............................................................................ 13 Geographic Information System (GIS) .............................................................................................. 13 Online Payment..................................................................................................................................... 14 Authentication through Open ID Connect (OIDC) .......................................................................... 14 Multi-Factor Authentication (MFA).................................................................................................... 14 Additions and Minor Changes to Third-Party Integrations........................................................... 15 Custom Integrations............................................................................................................................. 15 Integrations with Backend Systems .................................................................................................. 15 Integrations with Electronic Archives................................................................................................ 15 2 ©2023 Cloudpermit Confidential
General Description
Cloudpermit is online community development software that provides local governments with Softwareas-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Planning, Land Use Permitting, and Code Enforcement products.

This product description applies to Building Permitting product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Core Benefits
Cloudpermit supplies one complete end-to-end product for local governments to manage the entire building, licensing, and planning e-permitting and code enforcement case process. It allows all parties integral to the process, from applicants to authorities to key stakeholders. This ensures that all parties receive real-time information about applications, licenses, and cases.

Below are described the primary benefits Cloudpermit provides to its customer base:
 Cloudpermit standardizes local government's building, licensing, planning, and code enforcement processes by supplying the best digital practices.
 The 24/7 online service on any browser or operating system allows remote and mobile work onsite.  Monthly releases enable automatic updates to the product providing the latest updates and enhancements while not requiring users to download or install any software files.  A cloud-based SaaS product provides a quick and easy implementation with a municipality-based configuration, lessening the burden on municipal resources.  Through interactive maps, local governments can use high-quality location data and up-to-date property information. This up-to-date property information is derived directly from the local government's Geographic Information System (GIS).
 Workspaces enable instant collaboration and communication within applications and code enforcement cases, simultaneously speeding up processes and improving the workflow for all involved parties.

Cloudpermit Building Permitting
The Building Permitting product supplies online applications for public builders and municipal building authorities. The product is accessible on any browser and mobile device with an Internet connection.

The Building Permitting product enables the following features:
 It provides end-to-end, online software for local government building department customers, which helps them to manage applications efficiently and effectively.  It allows the public to submit and track their building applications online.  It helps streamline processes associated with the day-to-day responsibilities of building departments.
 It offers unique features to assist with pre-consultation, application reviews, inspections, permit issuance, and much more.
3 ©2023 Cloudpermit Confidential
The Cloudpermit software is automatically updated periodically with the latest updates and enhancements, not requiring users to download or install any software files.

Cloudpermit Common and Building Permitting Features
Cloudpermit comprises unique features standard throughout the product. These include Registration and Login, Dashboard, Workspace, Configuration tools, Interactive Maps, and Messaging.

Cloudpermit Common Features:

Cloudpermit Registration and Login
Cloudpermit Dashboard
Cloudpermit Workspace
Configuration Tools
Interactive Maps
Messaging
The Building Permitting software provides Pre-Consultation, Review Management, Circulation, Inspections, Fees Management, and Report Management features to enhance an excellent user experience in the building workflow.

Cloudpermit Building Permitting features:

Pre-Consultation
Review Management
Circulation
Inspections
Fees Management
Report Management
Cloudpermit Registration and Login
Cloudpermit maintains one centralized login function supplying the same functionality for public users and municipal authorities.

The login can be integrated with the organization's Active Directory (option) or a third-party Multi-Factor Authentication (MFA).

Municipal authorities will receive the Cloudpermit User ID during the product configuration. 4 ©2023 Cloudpermit Confidential
A public user must first register the Cloudpermit account to the service. Through registration, the user is guided through a draft application to ensure an understanding of functionality.

Cloudpermit Dashboard
The Cloudpermit dashboard displays high-level information in a compact view. It enables new application creation, tracking user notifications and action requests, and searching, sorting, and filtering workspaces at each application lifecycle stage.

The dashboard includes the "Tasks and requests" view that notifies users about action requests.

The dashboard allows applicants and municipal authorities to search and filter properties, applications, and code enforcement cases using various preconfigured search criteria.

The "Results" section shows the filtered workspaces in a list mode or a map view according to a user's choice.
 In the map view, the users can adjust their map by zooming in/out or choosing different layers to display the property location.
 The list view shows the results as cards with the selected essential information of each workspace.

The “Results” section with a map view.
5 ©2023 Cloudpermit Confidential
The primary navigational and functional elements are the same for applicants and municipal authorities in their dashboard in Cloudpermit. However, municipal authorities have additional features, like the Inspections section with quick access links to My today, Dispatching, and Cancelled inspections workspaces.

The quick access links in the user dashboard.

Cloudpermit Workspace
The Cloudpermit workspace is the core collaborative space for adding, updating, changing, uploading, and storing application and project information.

Each workspace holds the processes, functionality, and data fields necessary to manage, approve, and issue building and planning applications and code enforcement cases.

The “Building Permit” application workspace.

Interactive Maps
All Cloudpermit users can benefit from the interactive maps within Cloudpermit.

The interactive maps enable applicants to search for properties by address, roll number, PIN, or PID, enter property details manually, or map properties on the interactive map during the application creation. 6 ©2023 Cloudpermit Confidential
Cloudpermit displays the property on a map with the location details.

On the department side, the GIS integration aids municipal authorities in selecting permit and inspection working areas, planning routes, and navigating optimal driving instructions for inspectors with a Google Maps integration. The map integration allows municipal authorities to read and accurately calculate property size, display information, and assign different sites based on locations and zones.

Messaging
The Messages feature is for all users and stakeholders. Built into each application, users can send, reply, and follow an application's public (messages visible to all users) or direct (messages visible to selected recipients) workspace messages within the application.

This real-time communication can remarkably speed up the application process for all parties associated with the application.

The workspace for public messages.
7 ©2023 Cloudpermit Confidential
Pre-Consultation
Pre-consultation is a pre-application step that is usually voluntary for building applicants. However, local governments may configure it as a mandatory step for specific application types.

Suppose pre-consultation is not mandatory in the selected building application type. In that case, applicants may decide during the application creation if they wish to have pre-consultation for their building plans. The pre-consultation option is available after selecting the application type, category, work type, and target for the draft application.

The applicant requests a pre-consultation in the application.

The pre-consultation process includes one or more interactive meetings arranged through Cloudpermit. In that way, applicants and their authorized representatives can present and discuss their development proposal with relevant staff and external agencies within the local government well advanced of the project start. Cloudpermit enables municipalities to track and document their pre-consultation process digitally.

The pre-consultation process is as follows:
 Applicants request a pre-consultation through a guided step-by-step process in Cloudpermit. The pre-consultation usually includes one or more meetings between the parties, which the municipal building authorities set up via Cloudpermit.
 Upon meeting completion, the municipal building authority prepares a pre-consultation report and a draft approval application with requirements for the applicants to submit to the municipality in Cloudpermit.

Review Management
The Review Management is for municipal authorities.

Cloudpermit enables municipal authorities the management of application submission reviews by providing a variety of review types that municipal administrators can configure for relevant application reviewers in Cloudpermit.
8 ©2023 Cloudpermit Confidential
Municipal authorities assess each application and its plans after they are submitted. If the application requires extra reviews, municipal authorities request them from the appropriate reviewers. After completing evaluations, reviewers mark the forms and attachments evaluated as complete. If the application requires revisions from the applicant, a change request will be sent to the applicant.

The Reviews section in the building application workspace.

When a change is requested for the application, Cloudpermit creates a task for applicants, which appears in the dashboard's Task and requests section. Applicants will also be notified via email about the change request.

After providing the required changes for the application, municipal authorities verify them. Also, the review result, notes, and time used are recorded in Cloudpermit. After completing all required application reviews, municipal authorities create a permit on configurable templates in Cloudpermit.

Circulation
Circulation is an essential part of processing workspaces within Cloudpermit.

Cloudpermit allows municipalities to decide which internal and external organizations, agencies, and corporations may participate as stakeholders in the Circulation process and add them to the municipality's approver groups in Cloudpermit.

In practice, the responsible municipal authority circulates the building application to the stakeholders, such as fire, water, or sewerage departments requesting comments or approvals in Cloudpermit. This way, comments and approvals can be requested from all stakeholders concurrently, which speeds up the approval processes.

Cloudpermit supplies user management and task assignment functionalities for stakeholder organizations to manage requests and internal circulation. However, the municipal building department's authorities can control who can see the original comments online. Cloudpermit also notifies the assigned circulation authorities or organization's administrators of new circulation requests and approaching due dates.

Additionally, Cloudpermit allows municipal department authorities to complete the circulation request on the stakeholders(s) behalf and record their results in Cloudpermit. That way, Cloudpermit can help municipal authorities ensure all circulations are accurately recorded on Cloudpermit and save time. 9 ©2023 Cloudpermit Confidential
The municipal building authority completed the circulation request.

After circulation, the requesting municipal authority prepares and publishes a report to applicants, including received comments and approvals for the project.

Cloudpermit notifies the assigned circulation authorities or the organization's administrator of new circulation requests and approaching due dates.

Permit Issuance
The Permit Issuance feature is for municipal authorities.

The feature enables municipal authorities to define, create, and issue permits on pre-configurable templates. It also allows them to decide the project's required inspections and permit fees.

After completing reviews and acknowledging application payments, municipal authorities prepare the permit for issuance.
 All issued permit PDFs are downloadable and saved in the application’s “Permits” section in Cloudpermit.
 Applicants and municipal authorities have access to all permits on the application anytime.

The “Permits” section in the building application workspace.

Inspections
A crucial component of Cloudpermit is the Inspections feature for municipal building authorities.

The Cloudpermit configuration enables municipal authorities to configure a set of default inspections for the selected application types.

They can manage inspections by adding new ones, removing unnecessary ones, and publishing a list of required inspections on each application they work on.
10 ©2023 Cloudpermit Confidential
The inspections configuration workspace.

Applicants request inspections through the Inspections feature in their application in Cloudpermit and decide the date and time of the inspection.

Once the inspection request is dispatched to the relevant inspector, Cloudpermit allows building and planning inspectors to conduct on-site mobile inspections.

Inspectors only need to write their notes once, ensuring all data is available for all municipal authorities within the department online on any connected mobile device.

Inspectors have all permit information, property contact information, approved drawings, reports, and previous inspection data online in Cloudpermit.

Inspectors can do the following:
 Manage deficiencies and orders online.
 Upload photos to their inspection notes during the on-site visit.  Benefit from the configured templates while creating reports and certificates on-site.

All conducted inspections with the downloadable inspection report PDFs are recorded in the “All Visits” section in Cloudpermit.

The “All Visits” section in the inspection workspace.

Fees Management
The Fees Management feature is for municipal authorities.

The feature is an all-in-one solution that allows Cloudpermit to manage permit and application fees. It facilitates payments made and received in person or online via native third-party integrations.

Municipality administrators create and process fees using preconfigured fee items. Additionally, Cloudpermit allows automation of fee calculation for deposits and upfront fees. The fee automation inserts the appropriately calculated fee for the bill to be paid online. Additionally, Cloudpermit automatically prepares and sends applicants a downloadable invoice PDF via email. 11 ©2023 Cloudpermit Confidential
The fees and schedules configuration workspace.

The integrated online payment solution has the following benefits:
 Online payment remarkably reduces on-premises cash payments because applicants can safely make payments online 24/7 and benefit from better transparency in their paid fees.  Online payment enables municipal authorities to automate permit delivery straight after the permit fee is acknowledged.

The selection of integrated online payment providers in Cloudpermit is limited. The third-party integration chapter on page 13 lists available integrated payment checkout systems.

However, Cloudpermit can integrate the payment process into local governments' payment checkout systems upon agreement (priced separately).

Report Management
The Report Management feature is for municipal authorities.

This feature provides customizable data exports for permits, payments, inspections, and review data. It also enables automatic assessment reporting for selected regions.

Processing time, review, and inspection reports reveal the organization's performance, supporting the process's improvement. The reporting data helps municipalities report issued permit numbers and types. It also provides a view of current open permits and in-progress applications.

Configuration Tools
According to the municipality's requirements, local government administrators have complete control of the service, including the Cloudpermit configuration.

Cloudpermit Building Permitting configuration enables the following:
 Managing approver and user groups
 Working application type configuration with requirements for each type  Configuring and managing inspections
12 ©2023 Cloudpermit Confidential
 Configuring and managing application fee items for schedules  Managing payment page settings
 Supporting managing review configurations
 Allowing automating notifications, for example, for permit expiry.  Managing language settings and selection in the user interface  Managing building document templates
 Managing role-based permission in user management.

Cloudpermit also develops and sets various application templates and forms for municipal users.

Configuration Description
The tables below display the Building Permitting features configuration.

Configuration:

Section Component Description
Building permit
categories
Category
description
It allows changing the description of a
category.

Building permit
categories
Project types It includes work categories, work types, and work targets.

Supplemental
building permit
Categories It allows the selection and editing of types of supplemental building permits.

Attachment types Add a new
attachment type
It includes available attachment types for
permits.

Reviews and required
forms, attachments,
and review configs
Forms The available forms will be added as required
for any application type.

Permit numbering Permit number It allows assigning a numbering system to a municipality.

Fees Management:

Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each client.

Other settings Online payment It allows configuring Cloudpermit to accept online payments from various service
providers.

Inspections:

Section Component Description
Inspections Time slots Cloudpermit supports two timeslots for inspection scheduling: 8:00 - 12:00 p.m. and
12:00 p.m. - 4:00 p.m.
13 ©2023 Cloudpermit Confidential
Inspection types Inspection subtypes Cloudpermit supports two inspection subtypes currently.

Templates:

Section Component Description
Templates PDF Templates for
inspections
It includes permit templates with customizable
layouts.

Templates PDF Templates for
inspections
It includes template types.

Location for the
application
Extra map layers Cloudpermit can enable additional map layers for the client.

Application & Review:

Section Component Description
Sign off Compliance language It enables wording specific to country/province/state. Cloudpermit supports
the following languages: en-ca, en-us, and frca.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Standard Configurable Third-Party Integrations
Cloudpermit has integrations to third-party systems that can be configured for the client as part of the standard implementation. These integrations may include monthly or annual fees, which will be stated in a contract.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
14 ©2023 Cloudpermit Confidential
Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Payer information and bill contents are sent to the PCI-compliant payment provider and forwarded to the provider's checkout page. The payment provider returns information about the success of the payment.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported Online Payment integrations include the following:
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Government Window
• Merchante
• Moneris
• OpenEdge
• Paymentus
• PayNowlink
• Square
• Stripe
• Payeezy
Authentication through Open ID Connect (OIDC)
When a user account is linked to an external system for authentication, Cloudpermit sends the authentication through an Open ID Connectivity (OIDC) API (Application Program Interface) to a thirdparty login page for the organization.

With this integration, the whole authentication happens in the third-party system, which returns a success of authentication to Cloudpermit. The integration does not include authorization; all groups and permissions are managed in Cloudpermit.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS). 15 ©2023 Cloudpermit Confidential
The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

Supported MFA integration includes the following:
• Duo
Additions and Minor Changes to Third-Party Integrations Cloudpermit adds integrations with new systems if the integration is for an existing integration type, e.g., Online Payment or GIS. Cloudpermit has confirmed that the third-party system has Application Program Interfaces (APIs) that support the current integration model.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation. Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit links the properties and contacts into the folder and make new contacts if necessary.  Cloudpermit updates the folder's status and specified data fields in the folder.

Integration can be configured to include the transfer of fees to the backend system. Completed reviews and inspections can be configured to be transferred too. The integration setup will require changes in the backend system and mapping statuses and codes between the systems.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.

Cloudpermit
Code Enforcement
Product Description
2023
1 ©2023 Cloudpermit Confidential
Contents
Description....................................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Code Enforcement ...............................................................................................................2 Cloudpermit Code Enforcement Features ..............................................................................................2 Complaint and Case Management ......................................................................................................3 Public View ................................................................................................................................................4 Configuration Tools .....................................................................................................................................5 Configuration Description..........................................................................................................................5 Cloudpermit Third-Party Integrated Systems.........................................................................................6 Standard Configurable Third-Party Integrations ...............................................................................6 Geographic Information System (GIS) .................................................................................................6 Online Payment........................................................................................................................................7 Authentication through Open ID Connect (OIDC) .............................................................................7 Multi-Factor Authentication (MFA).......................................................................................................8 Additions and Minor Changes to Third-Party Integrations..............................................................8 Custom Integrations................................................................................................................................8 Integrations with Backend Systems .....................................................................................................8 Integrations with Electronic Archives...................................................................................................9 2 ©2023 Cloudpermit Confidential
Description
Cloudpermit is an online community development software that provides local governments with Software-as-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes the Building Permitting, Planning, Land Use Permitting, and Code Enforcement products.

This product description applies to the Code Enforcement product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Code Enforcement
The Cloudpermit Code Enforcement product supplies functionality to enforce violations of statutes or ordinances regulating public health, safety, public works, and building standards within the municipality.

Accessible through any browser or mobile device, municipal code enforcement authorities manage citizens' complaints, inspections, and code enforcement cases to ensure the violations are duly resolved.

Cloudpermit Code Enforcement Features
The Cloudpermit Code Enforcement software provides Complaint and Case Management and Public View functions to provide an excellent user experience in the municipality's code enforcement workflow. 3 ©2023 Cloudpermit Confidential
Cloudpermit Code Enforcement Features:

Complaint and Case Management
Public View
Complaint and Case Management
The Complaint and Case Management functionality, i.e., the “complaints and new cases” workspace, provides comprehensive functionalities for processing code enforcement complaints and creating new cases.

By clicking the "Open Complaints" or “Crete New Case” links on the user dashboard, the user will access the “complaints and new cases” workspace.

Access to the “complaints and new cases” workspace.

Using the workspace for complaints and new cases, code enforcement officers can manage all complaints.

These complaints may have come from the public via "Public View" or from code enforcement authorities who received them via phone, email, social media, or municipal website and recorded them in Cloudpermit via complaints and new case workspace.

The Complaint and Case Management in Cloudpermit enables the following:
 Cloudpermit's interactive maps enable one to search for code violation properties by address, PIN, PID, or spot properties on the map.
 Users can filter complaints by selecting the category and status criteria from the drop-down menus. Cloudpermit displays the top-matching cases as case cards in the “Results” section and as pins on the map.
 Users can select to display all past complaints (reviewed, closed, abandoned) in the map or list view.
 Code enforcement officers triage the complaints. The invalid complaints will be abandoned.

However, they remain in the system and can be reopened anytime.  Creating new cases will take all valid complaints to the code enforcement process.  Cloudpermit automatically creates pre-scheduled inspections the code enforcement officers can manage by modifying the suggested date and time and assigning them directly to an available inspector.
4 ©2023 Cloudpermit Confidential
Creating a case for the valid complaint in the “complaints and new cases” workspace.

Each municipality's category types for complaints and cases are configurable to match their local ordinances and codes.

Additionally, code enforcement officers can open a new case in the workspace for complaints and new cases without first filing a complaint if they discover a violation without receiving a formal complaint.

Creating a complaint for the specific property location in Cloudpermit.

Public View
A municipal code enforcement department can publish a “Public View” in Cloudpermit to display the existing complaints and code enforcement cases on a map. The “Public View” also enables citizens to submit new complaints.

The “Public View” functionality is configurable. Municipal administrative users can select which contact information, for example, name, phone, address, and email, is required by the complainant and provide options for different categories for the complaints.
5 ©2023 Cloudpermit Confidential
Municipal administrators can also restrict the ability to show any existing complaints or code enforcement cases on the map.

The “Public View” is displayed at the top of the “complaints and new cases” workspace.

Configuration Tools
Administrative users can adjust the service to the municipality's requirements using Cloudpermit's configuration tools.

Cloudpermit Code Enforcement configuration enables the following:
 Adding and managing by-law enforcement categories and visibility of complaints  Managing the content for field inspections
 Managing attachment types, party roles, and archiving configuration  Managing case numbering
 Managing fees configuration
 Working forms and templates configuration
 Managing reporting configuration
 Managing user groups and role-based permissions.

Additionally, municipalities can manage their system language selection.

Configuration Description
The tables below describe the Cloudpermit Code Enforcement configuration.

Configuration:

Section Component Description
Code Enforcement
categories
Category description, Archive
setting, Complaints
It allows changing the category
description, archiving a case
workspace, and managing the
visibility of complaints in the Public
View and other departments.
6 ©2023 Cloudpermit Confidential
Fees Management:

Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each client.

Other settings Online payment integration It allows configuring Cloudpermit to accept payment from online providers.

Inspections:

Section Component Description
Inspections Time slots It includes available time slots for inspection scheduling.

Inspection types Inspection subtypes It allows managing inspection types and their descriptions.

Templates:

Section Component Description
Templates PDF templates for inspections It includes configurable inspection report templates.

Templates PDF templates for letters It includes configurable templates for several kinds of letters.

Location for the
application
Extra map layers Additional map layers can be enabled
for the client.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may provide integration to a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract.

Geographic Information System (GIS)
Cloudpermit supports a one-way integration with the municipal authority's GIS to search properties by civic address or property identifier, retrieve property information, read map layers to be shown on maps, and retrieve owner information.
7 ©2023 Cloudpermit Confidential
Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Payer information and bill contents are sent to the PCI-compliant payment provider and forwarded to the provider's checkout page.

The payment provider returns information about the success of the payment. Where necessary (and possible), the convenience fees are configured in the payment system.

Supported OIDC authentication integrations include the following:
• Azure AD
8 ©2023 Cloudpermit Confidential
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee. Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations that are not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement. Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder status and specified data fields in the folder.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract. 9 ©2023 Cloudpermit Confidential
Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.

Cloudpermit
Land Use Permits
Product Description
2023
1 @2023 Cloudpermit Confidential
Contents
General Description.....................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Land Use Permits .................................................................................................................2 Cloudpermit Land Use Permits Key Core Features ...............................................................................3 Circulation .................................................................................................................................................3 Review Management...............................................................................................................................3 Committee and Council Meetings ........................................................................................................4 Public Notice .............................................................................................................................................5 Conditions .................................................................................................................................................7 Permit Issuance ........................................................................................................................................7 Land Use Permit Types in Cloudpermit ...................................................................................................8 Zoning Permits..........................................................................................................................................8 Special Use Permits .................................................................................................................................8 Conditional Use Permits .........................................................................................................................8 Configuration Tools .....................................................................................................................................9 Cloudpermit Configuration ........................................................................................................................9 Cloudpermit Third-Party Integrated Systems...................................................................................... 10 Standard Configurable Third-Party Integrations ............................................................................ 10 Geographic Information System (GIS) .............................................................................................. 10 Online Payment..................................................................................................................................... 11 Authentication through Open ID Connect (OIDC) .......................................................................... 11 Multi-Factor Authentication (MFA).................................................................................................... 11 Additions and Minor Changes to Third-Party Integrations........................................................... 12 Custom Integrations............................................................................................................................. 12 Integrations with Backend Systems .................................................................................................. 12 Integrations with Electronic Archives................................................................................................ 12 2 @2023 Cloudpermit Confidential
General Description
Cloudpermit is an online community development software that provides local governments with Software-as-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Business Licensing, Code Enforcement, Land Use Permits, and Planning products.

This product description applies to Cloudpermit Land Use Permits product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Land Use Permits
The Cloudpermit Land Use Permits product complements Planning, supplying online land use planning permits for builders and local government planning authorities.

As many building permits require a land use permit to be issued first, the Land Use Permits product helps bridge the gap between the land use permit and building permit processes.

Cloudpermit categorizes land use permitting into zoning, conditional use, and special use permits.

Municipal planning departments can accept and issue each application type through Cloudpermit for a seamless end-to-end process.
3 @2023 Cloudpermit Confidential
Cloudpermit Land Use Permits Key Core Features
The Land Use Permits product provides the Circulation, Review Management, Committee and Council Meetings, Public Notice, Conditions, and Permit Issuance features to enhance an excellent user experience in the land use permitting workflow.

Cloudpermit Land Use Permits Key Core Features:

Circulation
Review Management
Committee and Council Meetings
Public Notice
Conditions
Permit Issuance
Circulation
Circulation is an essential component of processing workspaces in Cloudpermit. This feature allows building and planning authorities to decide which internal and external organizations, agencies, and corporations may participate as stakeholders in circulation. Here key stakeholders can have access as a municipality's approver in identified workspaces.

Conditional use permits, for example, may require municipal authorities to circulate those applications in the land use permitting process. In practice, the responsible municipal authority circulates the conditional use workspace to the stakeholders, such as fire, water, or sewage departments, requesting comments or approvals in Cloudpermit. This way, comments, and approvals can be requested from all stakeholders concurrently, speeding up the approval processes.

The circulation feature supplies user management and task assignment functionalities for stakeholder organizations to manage their requests and circulations. This allows the municipal department's authorities to control who can see the original comments online. This feature also contains built-in notification functionality to provide all identified stakeholders with circulation requests, due dates, and updates.

The circulation feature allows municipal department authorities to complete the circulation request on the stakeholders(s) behalf and record their results. Providing municipal authorities confidence that all circulations are accurately recorded within the workspace.

After circulation, the requesting authority prepares and publishes a report to applicants, including received comments and approvals from the workspace.

Review Management
The Review Management feature enables municipal authorities to manage application submission reviews by providing a variety of review types that municipal administrators can configure for relevant application reviewers.

After application submission, municipal authorities review each application and plan. If additional reviews are required for the application, municipal authorities request them from the relevant reviewers in 4 @2023 Cloudpermit Confidential
Cloudpermit. Once complete, assigned reviewers either mark the forms and attachments as reviewed or request changes from applicants.

The “Reviews” section appears in the Land Use Permit application workspace.

When a change in plans is requested, a task is generated for applicants by sending an automated email notification to the applicant and generates a "task" in the "Tasks and requests" section of the applicant's dashboard. Municipal authorities verify the changes after applicants have made them to progress through the process.

Once all reviews are complete (all review results, notes, and time spent are recorded) within the workspace, a request for a permit is made with the workspace.

Committee and Council Meetings
The Committee and Council Meetings feature is included in special and conditional use permits.

This feature is critical to the planning approval process as these meetings are held to decide on planning applications following local government policies. They also usually adhere to a strict municipality-based protocol.

The "Committee and Council Meetings" section can be accessed from the Cloudpermit dashboard, where users can generate agendas and meeting packages and better manage meeting dates. Within this feature, each approval application can be assigned to an upcoming meeting, allowing Cloudpermit to create and share agendas and other relevant meeting documents automatically.

The Cloudpermit dashboard includes a section for managing council and committee meetings.

The Land Use Permits application workspace includes a "Council/Committee Decision" section where users can upload decisions.
5 @2023 Cloudpermit Confidential
The "Council/Committee Decision" section displayed in the application workspace.

Public Notice
The Public Notice feature is included in the special use, and conditional use permits in the Cloudpermit Land Use Permits product.

The Public Notice feature can be described as follows:
 It allows municipal authorities to manage information and tasks regarding public hearings and public notices of specific planning applications in Cloudpermit.  It also helps neighbors and citizens to provide their opinions on the planning proposal as part of the approval process.
 It allows municipal authorities to give public notice of certain planning applications and other planning matters online instead of an antiquated paper or mail process.  A configurable "public notice letter" can be shared in traditional media and circulated to nearby property owners.
 Enabled through GIS functionality, the public notice feature can determine a configurable radius (“buffer”) to identify nearby properties and their owners to notify.

The workspace for adding properties and property owners in the Public Notice feature.

The public notice feature enables the collection of an "interested party" list comprising citizens who have expressed interest in receiving the decision for each application. Planning department authorities can add new contacts to the contact list anytime.
6 @2023 Cloudpermit Confidential
The "Contacts" section in the Public Notice feature.

Additionally, citizens can self-register to receive the decision on the application through a self-serve QR code or web-link registration process.

The self-registering options via a link or QR code in the Public Notice feature.

Users who sign up via the QR code will automatically be notified, while users added manually must be notified manually.

The "Subscription" workspace in the Public Notice feature.

The public notice feature also allows municipal authorities to add subscribers manually. 7 @2023 Cloudpermit Confidential
The "Subscribers" section in the Public Notice feature.

Conditions
Municipal building and planning authorities may impose conditions on special use and conditional use permits in Cloudpermit. These conditions can improve development quality by mitigating the adverse effects and allowing development to proceed where it would otherwise have been necessary to refuse planning permission.

The workspace for Land Use Permits applications includes a section for municipal authorities to impose conditions. Before workspaces can be closed and archived, the planning department must sign all open conditions.

All conditions are saved in the "Conditions" section of the application workspace.

Permit Issuance
The permit issuance feature defines, creates, bills, and issues permits based on pre-configurable templates.

Municipal authorities prepare the permit for issuance after completing reviews and acknowledging application payments. All issued permit PDFs are available for download in each workspace header.

The functionality for downloading a permit PDF in the workspace header. 8 @2023 Cloudpermit Confidential
Land Use Permit Types in Cloudpermit
Cloudpermit's Land Use Permitting product includes zoning, special use, and conditional use permits.

This section describes what each type of land use permit refers to.

Zoning Permits
Zoning laws or ordinances help to regulate how land is used and control what structures are and are not permitted to be built on the land.

Citizens who want to change how they use a specific piece of land, such as creating new off-street parking, installing signs, or modifying or demolishing it, must apply for a zoning permit.

The property owner fills out a zoning permit application in Cloudpermit and provides the necessary plans included in the application. The zoning permit application will be submitted through Cloudpermit to the municipal zoning and planning department.

The zoning and planning authorities will review the application with plans and, if necessary, issue a zoning permit that authorizes using a parcel of land for a specific purpose. It grants permission for a particular use of the building or land, such as changing the use of the property or planning new construction or additions.

Special Use Permits
Special use developments in specific zoning districts may benefit existing land use. Special use permits may be issued when a proposed development is not permitted "as of right" but is complementary to existing land use and helps mitigate potential adverse effects. As a result, special use permits may be subject to conditions.

The Cloudpermit Land Use Permits product allows property owners to submit special use permit applications to the municipal planning and zoning departments. Once submitted, the planning and zoning department can deem the application "complete" or "incomplete." Once the development proposal has been deemed complete, it will be discussed at a public hearing.

Cloudpermit allows planners to assign applications to upcoming meetings, track the meeting's outcome, and generate public notices to neighboring property owners. In addition, interested citizens can subscribe to receive the application decision in Cloudpermit.

Conditional Use Permits
A conditional use permit is a type of permit that allows for a limited exception to a zoning ordinance under certain conditions. These permit applications are granted subject to several conditions imposed by the jurisdiction over which the land falls.

When a property owner wants to run, for example, a home-based business operation in a residential district, it may violate zoning laws, which can negatively impact the neighborhood. The property owner applies for a conditional use permit in Cloudpermit and provides the necessary plans included in the application.

In Cloudpermit, the municipal zoning department processes the application and issues a permit if the development complies with the municipality's ordinance. 9 @2023 Cloudpermit Confidential
Configuration Tools
Administrative users can configure specific functionality to the municipality's requirements using Cloudpermit's configuration tools.

Cloudpermit configuration enables the following:
 Managing planning approver and user group configuration  Managing role-based permissions
 Organizing committees and council's configuration
 Managing application configuration, including application, forms, attachments, party roles, and review configuration.
 Managing application approval fees
 Managing forms and templates
 Customizing permit numbering
 Allowing reporting for permits, payments, and reviews  Allowing municipalities to automate notifications.
 Managing system language selections.

Cloudpermit also offers municipal planning departments a variety of templates and forms, such as a default permit and public notice template.

Cloudpermit Configuration
The tables below display the Cloudpermit Land Use Permits feature configuration.

Configuration:

Section Component Description
Application type -
categories
Category description Allows editing the names and
descriptions of permit categories.

Application type -
categories
Project types Allows associating permit categories with various project types.

Attachment types Editing attachment
types
Allows adding new attachment types and
editing existing ones.

Permit number Permit number Allows assigning a numbering system to a permit number.

Committees and Councils:

Section Component Description
Adding new
committees and
councils
Committees and
council's configuration
Allows adding new committees and
councils to the municipality.

Adding new appeal
tribunals
Committees and
council's configuration
Allows adding, editing, and deleting
appeal tribunals.

Forms:

Section Component Description
Forms Forms Allows adding new forms and managing
published forms.
10 @2023 Cloudpermit Confidential
Sign-off declarations
and signatures
Forms Allows for defining sign-off declarations
and signature requirements for sign-off
forms for each permit type combination.

Fees Management:

Section Component Description
Fee schedule Configuration Providing a list of available fees specific to each client.

Other settings Online payment
integration
Allows configuring Cloudpermit to accept
payment from online providers. In
addition, it will enable adding payment
instructions.

Templates:

Section Component Description
Permit templates PDF templates Allows creating and managing permit templates with customizable layouts.

Meeting agenda
templates
PDF templates Allows managing templates for meeting
agendas.

Fees & Payments
templates
PDF templates It includes receipt, refund, and invoice
templates.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
11 @2023 Cloudpermit Confidential
• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.
12 @2023 Cloudpermit Confidential
After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder's status and specified data fields in the folder.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create 13 @2023 Cloudpermit Confidential
an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.
©2023 Cloudpermit Confiden�al 1
Cloudpermit
Data Import
March 2023
©2023 Cloudpermit Confiden�al 2
Descrip�on
Cloudpermit Data Import allows the Customer to import the Customer's exis�ng legacy data (applica�ons, permits, inspec�ons, and atachments) into the Cloudpermit system.

The informa�on in this document is subject to change without no�ce aligning with future releases.

Data Import Process
The data import process includes five (5) steps:

1. Expor�ng data from the Customer's exis�ng system.

2. Adding the exported data into an Excel spreadsheet.

3. Reviewing the data in the spreadsheet.

4. Correc�ng possible errors in the spreadsheet.

5. Impor�ng data into the Cloudpermit system.

Roles and responsibili�es

1. Exporting data from existing system: Customer is responsible for expor�ng cleansed and normalized data from its exis�ng system into a CSV file format.
• Data Cleansing: the process of fixing incorrect, incomplete, duplicate or otherwise erroneous data in a data set. • Data Normalization: the process of organizing data entries so they appear similar across all fields and records, making it possible to find, group and analyse the information.

2. Adding exported data into an Excel spreadsheet. Customer adds the data into the Cloudpermit-provided Excel template. Customer is responsible that the data matches the Excel template's format.

3. Reviewing data. Cloudpermit does one round of reviewing the spreadsheet and provides informa�on to Customer about possible errors in entry of the data to the Excel spreadsheet.

4. Possible correction of errors. Customer corrects possible errors and provides a cleansed Excel spreadsheet back to Cloudpermit.

5. Import data into Cloudpermit system. Cloudpermit and Customer imports the data from the spreadsheet into the Cloudpermit system.

A�er data has been successfully imported to Cloudpermit, the Customer can find and use the data in the Cloudpermit workspace sec�on as if it would have been created in the Cloudpermit system. ©2023 Cloudpermit Confiden�al 3
Excel Spreadsheet and data requirements
In order for the content to operate properly within the Cloudpermit system, the exported data will need to be in certain required column and format. Cloudpermit provides an Excel template to Customers who are impor�ng data. The examples below shows the required forma�ng for each import and field found within the Import Excel templates:

Workspace Import format requirements
*Initcap = replace the first letter of every word in a character string with an uppercase letter.

Inspec�on Import format requirements
Atachment Import format requirements
Column Field Name Required Y/N Field Type Req. Formatting B Permit Number YES TEXT OR NUMBER N/A
C Location YES TEXT OR NUMBER Match GIS Format
D Municipality NO TEXT OR NUMBER N/A
E Roll Number/PIN YES TEXT OR NUMBER Match GIS Format
F Permit description NO TEXT OR NUMBER N/A
G Category NO TEXT OR NUMBER Map to CP Categories
H Work Type NO TEXT OR NUMBER Map to CP Categories
I Work Target NO TEXT OR NUMBER Map to CP Categories
J Workspace Status NO TEXT OR NUMBER Map to CP Categories K Assignee (Workspace) NO TEXT OR NUMBER Map to CP Users L Date Submitted NO DATE AND TIME MM/DD/YYY 00:00:00
M Date issued NO DATE AND TIME MM/DD/YYY 00:00:00
N Issued by NO TEXT OR NUMBER N/A
O Zoning NO TEXT OR NUMBER Match GIS Format
P Worksla NO TEXT OR NUMBER N/A
Q Construction cost NO NUMBER N/A
R Applicant first Name NO TEXT OR NUMBER Initcap
S Applicant last name NO TEXT OR NUMBER Initcap
T Applicant street address NO TEXT OR NUMBER N/A
U Applicant unit number NO TEXT OR NUMBER N/A
V Applicant postal code NO TEXT OR NUMBER N/A
W Applicant municipality NO TEXT OR NUMBER N/A
X Applicant province NO TEXT OR NUMBER N/A
Y Applicant corporation or partnership NO TEXT OR NUMBER Initcap Z Applicant mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX AA Applicant other phone NO TEXT OR NUMBER (XXX) XXX-XXXX AB Applicant email NO TEXT OR NUMBER N/A
AC Owner first name NO TEXT OR NUMBER Initcap
AD Owner last name NO TEXT OR NUMBER Initcap
AE Owner street address NO TEXT OR NUMBER N/A
AF Owner unit number NO TEXT OR NUMBER N/A
AG Owner postal code NO TEXT OR NUMBER N/A
AH Owner municipality NO TEXT OR NUMBER N/A
AI Owner province NO TEXT OR NUMBER N/A
AJ Owner corporation or partnership NO TEXT OR NUMBER Initcap AK Owner mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX
AL Owner other phone NO TEXT OR NUMBER (XXX) XXX-XXXX
AM Owner email NO TEXT OR NUMBER N/A
AN Builder first name NO TEXT OR NUMBER Initcap
AO Builder last name NO TEXT OR NUMBER Initcap
AP Builder street address NO TEXT OR NUMBER N/A
AQ Builder unit number NO TEXT OR NUMBER N/A
AR Builder postal code NO TEXT OR NUMBER N/A
AS Builder municipality NO TEXT OR NUMBER N/A
AT Builder province NO TEXT OR NUMBER N/A
AU Builder corporation or partnership NO TEXT OR NUMBER Initcap AV Builder mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX AW Builder other phone NO TEXT OR NUMBER (XXX) XXX-XXXX AX Builder email NO TEXT OR NUMBER N/A
AY Permit Comments NO TEXT OR NUMBER N/A
Column Field Name Required Y/N Field Type Field Formatting B Permit Number YES TEXT OR NUMBER N/A
C Inspection Type YES TEXT OR NUMBER Map to CP Inspections D Result for this visit NO TEXT OR NUMBER Map to CP Results E Site Conditions NO TEXT OR NUMBER N/A
F Internal Notes NO TEXT OR NUMBER N/A
G Inspection Date NO DATE AND TIME MM/DD/YYY 00:00:00
H Inspector NO EMAIL (USER IN CLOUDPERMIT) N/A
I Inspector Status NO TEXT OR NUMBER Map to CP Statuses J Inspection Comments NO TEXT OR NUMBER N/A
K Requested inspection start time NO DATE AND TIME MM/DD/YYY 00:00:00 L Confirmed inspection start time NO DATE AND TIME MM/DD/YYY 00:00:00 Column Field Name Required Y/N Field Type Field Formatting B File Name YES TEXT OR NUMBER N/A
C Permit YES TEXT OR NUMBER N/A
D Attachment Type NO TEXT OR NUMBER N/A
E Description NO TEXT OR NUMBER N/A
Cloudpermit Licensing
Product Description
2023
1 @2023 Cloudpermit Confidential
Contents
Contents..........................................................................................................................................................................1 General Description ......................................................................................................................................................3 Cloudpermit Core Benefits...........................................................................................................................................3 Cloudpermit Licensing..................................................................................................................................................3 License Application Creation Wizard.........................................................................................................................4 Beginning the application creation........................................................................................................................4 Defining the location ................................................................................................................................................5 Draft license application workspace .....................................................................................................................6 Adding parties to the license application .............................................................................................................6 Application data and submission...........................................................................................................................7 Licensing Workflow Phases .........................................................................................................................................8 License Application Issuance Process........................................................................................................................8 License Application Review .....................................................................................................................................8 Circulation ..................................................................................................................................................................9 License Inspections ...................................................................................................................................................9 License issuance........................................................................................................................................................9 Licensing Features...................................................................................................................................................... 10 License Register View............................................................................................................................................ 11 License View............................................................................................................................................................ 12 The "License" view for applicants .................................................................................................................... 12 The “License” view for municipal authorities................................................................................................. 13 Business Information View ................................................................................................................................... 14 Renewal and Revoke Management.................................................................................................................... 15 Notifications and Alerts ........................................................................................................................................ 16 Inspections .............................................................................................................................................................. 16 Document Management....................................................................................................................................... 16 Data Import............................................................................................................................................................. 16 Late Fee Management.......................................................................................................................................... 17 Report Management ............................................................................................................................................. 17 License Reports ................................................................................................................................................... 18 Payment Reports ................................................................................................................................................ 18 Inspections Reports ............................................................................................................................................ 18 Review Reports.................................................................................................................................................... 19 Configuration Description......................................................................................................................................... 19 2 @2023 Cloudpermit Confidential
Licensing Personas in Business Accounts .............................................................................................................. 23 Cloudpermit Third-Party Integrated Systems........................................................................................................ 23 Standard Configurable Third-Party Integrations.............................................................................................. 24 Geographic Information System (GIS)................................................................................................................ 24 Online Payment...................................................................................................................................................... 24 Authentication through Open ID Connect (OIDC)............................................................................................ 25 Multi-Factor Authentication (MFA)...................................................................................................................... 25 Additions and Minor Changes to Third-Party Integrations............................................................................. 25 Custom Integrations .............................................................................................................................................. 25 Integrations with Backend Systems.................................................................................................................... 26 Integrations with Electronic Archives ................................................................................................................. 26 3 @2023 Cloudpermit Confidential
General Description
Cloudpermit is online community development software that provides local governments with Softwareas-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Planning, Land Use Permitting, Code Enforcement, and Licensing products.

This product description applies to the Licensing product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Core Benefits
Cloudpermit supplies one complete end-to-end product for local governments to manage the entire building, licensing, and planning e-permitting and code enforcement case process. It allows all parties to be integral to the process, from applicants to authorities to critical stakeholders. It ensures that all parties receive real-time information about applications, licenses, and cases.

Below are described the primary benefits Cloudpermit provides to its customer base:
 Cloudpermit standardizes local government's building, planning, code enforcement, and licensing processes by supplying the best digital practices.
 The 24/7 online service on any browser or operating system allows remote and mobile work onsite.  Monthly releases enable automatic updates to the product providing the latest updates and enhancements while not requiring users to download or install any software files.  A cloud-based SaaS product provides a quick and easy implementation with a municipality-based configuration, lessening the burden on municipal resources.  Through interactive maps, local governments can use high-quality location data and up-to-date property information. This up-to-date property information is derived directly from the local government's Geographic Information System (GIS).
 Workspaces enable instant collaboration and communication within applications and code enforcement cases, simultaneously speeding up processes and improving the workflow for all involved parties.

Cloudpermit Licensing
The Cloudpermit Licensing product is a software solution for local governments to automate and streamline their business licensing processes.

It enables our customers to automate their licensing process to provide their end users - both customers and administration - with a streamlined licensing and reporting system that eliminates the need for time-consuming manual processes.

The Cloudpermit Licensing product enables the following features:
 It provides end-to-end, online software for local governments to help them to manage business licenses efficiently and effectively, leading to better service for citizens and businesses. 4 @2023 Cloudpermit Confidential
 The product includes license application and issuance features, fee management, compliance monitoring, and reporting tools, which help local governments have better insights and control over their licensing data, making reporting, data analysis, and forecasting easier.  It offers unique features for local governments to efficiently manage their business licensing process, from initial application to renewal and compliance monitoring.  It offers a centralized platform for license management, reducing the time and effort required to obtain and maintain them.

The Cloudpermit software is automatically updated periodically with the latest updates and enhancements, not requiring users to download or install any software files.

This product description provides more detail about the Cloudpermit Licensing product's licensing creation wizard, key features, and integrations.

License Application Creation Wizard
The Cloudpermit Licensing product provides a simple user interface for creating, applying for, reviewing, managing, and issuing business licenses.

Beginning the application creation
Because license applications in Cloudpermit are not associated with projects, and some license applications do not have a specific address or property, the application creation wizard accessible from the user dashboard assists applicants in creating the appropriate workspace for the license application.

Applicants will choose to which state and municipality to submit their application. As a result, applicants can only submit application types permitted in the selected municipality. 5 @2023 Cloudpermit Confidential
Applicants will select the license category and work type that best describes the purpose of their applications in the "Create a New Application" workspace. These choices will determine the application's requirements and process in Cloudpermit.

In Cloudpermit, the license applicant can be a private individual or a business. Furthermore, authorities can also apply for licenses on behalf of their customers. Municipalities can also make an online copy for those applications sent by paper or email.

Defining the location
Business location information is frequently requested when applying for business licenses and contractor registrations. Cloudpermit applicants can benefit from the municipality's Geographic Information System (GIS) to find exact business addresses for their license applications.

If the location mapping fails, applicants can manually enter the property address, which the municipal authorities will correct while the license application is being reviewed. 6 @2023 Cloudpermit Confidential
Draft license application workspace
Once the license application data is in place, applicants will be redirected to the draft license application workspace. The "Required Tasks" progress bar displays the actions the applicant must take to complete and submit the license application. These actions are related to the selected license category type.

Adding parties to the license application
Applicants can add individuals and businesses to the Cloudpermit database as "parties." It happens in the "Parties to the Application" section of the application workspace.

The party invitations will be sent to individual recipients via email. Following acceptance of the invitation, the new party can access and participate in the license application within the limitations set by the application owner. However, all parties in the application will automatically have permission to access and read the application details.
 If you add a person with the email address to your license application, the invitation to collaborate on the application will be automatically sent. The invitee accepts or declines the invite.  If you enter the party details manually in case the party doesn't have an email account, the party will be considered active immediately, regardless of whether the invite is ignored, accepted, or declined.
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 If a business partner already appears in your account database, this business partner will immediately become active on the license application after adding the business partner's data to the "Parties " to the "Application" feature.
 If you invite a new business to your license application, you will set up a new business account and choose at least one role for the company. All members of the business can access and read the application data.

Business data can be managed in the "Business Information" view accessible from the user dashboard.

Application data and submission
The application data may necessitate actions depending on the license category and work type selected during the license application creation. The municipal administrator determined this information during the Cloudpermit setup. That way, the correct form for applicants will be automatically added to the license application.

After completing the required application information, applicants will digitally sign off on the license applications before submitting them to the municipal department via Cloudpermit. 8 @2023 Cloudpermit Confidential
Licensing Workflow Phases
The workflow for "Licensing" is divided into two phases: "Application" and "Archival."  The "Application" phase begins once the applicant has completed and submitted the license application to the municipality.
 The "Archival" phase begins after the license has been issued.

Municipal administrators can use Cloudpermit to set up an automated archiving system for all issued applications. These applications, as well as all associated data, are stored in the Cloudpermit database and are available at any time.

License Application Issuance Process
The municipal authorities will begin reviewing applicants' license applications once submitted. The application issuance process includes the below-described action steps.

License Application Review
The application review begins when a license application is submitted to the municipal department.

Cloudpermit helps municipal departments manage license application submission reviews by offering a variety of review types that municipal administrators can customize in Cloudpermit. Application forms and attachment types are examples of this.

Furthermore, if the license type necessitates it, municipal authorities can request additional reviews for the application by selecting the review type and assigning it to a suitable reviewer in the "Reviews" section of the license application.

After completing license application evaluations, the reviewer marks the forms and attachments as complete and records the results in Cloudpermit.

A change request will be submitted if the applicant needs to change the application forms or attachments.

Cloudpermit creates a task for applicants, which appears in their dashboard's "Task and Requests" 9 @2023 Cloudpermit Confidential
section. In addition, an email will be sent to applicants and business members informing them of the change request in the license application workspace. The assigned reviewer verifies the changes provided in the workspace.

Circulation
For certain license types, such as alcohol licenses, authorities can distribute the license application to thirdparty organizations for evaluation. The municipality determines the circulation practice and license types and configures them accordingly in Cloudpermit.

The third-party examines the license application in the context of its own rules and issues an opinion in Cloudpermit in favor of or against the license. The circulation result will be saved in the "Circulation" section of the license application workspace.

License Inspections
Inspections are a necessary step in the licensing process. Inspections can be conducted before and after the license issuance. The municipality issuing the license determines this practice.

For more information, see the chapter "Inspections."
License issuance
Following a review of the license application and the absence of any objections to license issuance, the municipal authority prepares a licensing bill that can be paid online or in person as instructed by a municipality.

Furthermore, the municipal authority prepares a license permit using the preconfigured license template.

Municipal administrators configure the following default date input configuration settings based on municipal license issuance practices to the license template:
 Issue Date
 Valid From
 Expiration Date
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These data input settings can be defined at the main licensing level so that each category level inherits them. They can also be determined separately for each category.

Once the license has been created, the license application workspace includes a "Licenses" section that houses the draft and issued license permits with PDFs for the license application. The permit is automatically issued once the municipal authority acknowledges receipt of the license fee in Cloudpermit.

Furthermore, Cloudpermit emails automatically the workspace parties informing them that the license permit has been issued.

Licensing Features
The Cloudpermit Licensing product provides several key features that enhance the user experience in the licensing workflow. These features include the following:

Cloudpermit Licensing features:

License Register, License View, and "My Businesses" View Renewal and Revoke Management
Notifications & Alerts
Inspections
Document Management
Data Import
Late Fees Management
Report Management
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License Register View
The "License Register" view allows applicants and municipal authorities to find and keep track of issued licenses.

The view is accessible via a widget from the user dashboard. The number displayed in the license registry widget represents the number of valid licenses the user can access in the "License Register" view.

Especially municipalities may have hundreds of active licenses in their registry. Cloudpermit makes searching for, filtering, and sorting licenses in the "License Register" workspace easier by providing a "Search" feature with various search and filter criteria. These include the following:
 Free text search.
 License status filters (expired, issued, or revoked).  Filter for selecting municipal departments.
 Filter for selecting different action items, like open bills or inspections in applications.  Filter for searching for expiring licenses.
 Filter for selecting category types.

Cloudpermit displays the search and filter results in the "Map" view by default. Clicking the pin on the map opens the selected license card with access to the “License” view. 12 @2023 Cloudpermit Confidential
Selecting a sorting value from the drop-down list on the right under "Results" allows users to sort filtered licenses as cards. This feature applies only to the "List" view mode.

By selecting the license and clicking the “Open License” button, applicants and municipal authorities can access the "License" view through the "License Register" view.

License View
The "License" view displays the issued license applications for applicants and municipal authorities in one place.

The "License" view for applicants
The “License” view allows users to view their issued license data, like inspections, and request a renewal for the expiring permits.

Applicants will enter the “License Register” view from their dashboard through the "Licensing" widget.

They must select the license and click the “Open License” button on the license card to be redirected to the “License” view.
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The “License” view includes the “Inspections” section and the license application workspace entry.

Applicants can request a license renewal by clicking the “Renew License” button on the top right of the workspace.

The “License” view for municipal authorities
Authority users will be redirected to the selected license application workspace through the "License Register" view.

The "License "view allows municipal authorities to follow up on inspections in license applications or renew or revoke a license. These options are selectable in each application workspace's “More Actions” dropdown menu.  By creating a follow-up workspace for licenses, municipalities can efficiently track inspections for an issued license which can be annual scheduled inspections, random inspections, or inspections made based on a complaint. Authorities can create one follow-up workspace at a time.  Licenses are only valid for a certain period. When the license expires or is about to expire, the holder will request a renewal through the issued license application. Municipalities can easily renew expired licenses by viewing current and historical license data in one place in the application.
 Municipal authorities sometimes must cancel a valid license for a specific reason. The "Revoke" feature is available in all issued applications in the "License Register" view. 14 @2023 Cloudpermit Confidential
Business Information View
The "Business Information" view of the business is created when a user adds an existing business as a party or invites a new business as a party to the application workspace. The view displays business contact information, the applications associated with the business, all licenses, and a user management section where administrators can manage business users.

After creating the business party in the "Parties to the Application" section, the business data in the "Business Information" view can be used across license applications in Cloudpermit.

The "My businesses" section appears at the top of the applicant’s dashboard once business parties have been created. All current business parties associated with the applicant's account are included. Each business account in the section is linked to the "Business Information" view, accessible by clicking the business name link.

The "Business Information" view includes contact information, a list of business licenses the business owns, and expiring and revoked licenses. Furthermore, administrators of the business account have full access to all information in the “Business Information” view. They can add new members (view-only access) and other administrators (full access to the business data) in the "Users in Business" section. Administrators can also remove other administrators and members from the business account. However, a business account must have at least one administrator.
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Renewal and Revoke Management
Renewal and Revoke Management are integral to the license application workspaces.

The license renewal process applies to applicants and authorities who can apply for a license renewal on behalf of their customers. The Cloudpermit system sends an email notification to all parties and business representatives in the most recent application workspace well before the license expires, followed by another on the day the permit expires.

The renewal process includes the following:
 Renewal of expired licenses
 Renewal and late penalty fees
The license holder can create a renewal license application for the expired license in the license application workspace. The business license renewal fee is determined by the type of business and the municipality's fee schedule.

Municipal authorities will manage license renewals in license applications by selecting the "Renew license" option from the "More Actions" drop-down menu.

Municipal authorities may revoke valid licenses for specific reasons. The reason for the revocation must always be specified. The license holders and the parties in the most recent license application workspace are notified by email that their license has been revoked. 16 @2023 Cloudpermit Confidential
Notifications and Alerts
Cloudpermit automatically sends license expiration notifications to all parties involved in the most recent application workspace.

License renewal notification is triggered based on the municipality's configuration setting. The expiration notification will show on the user interface. Furthermore, the system will send two email notifications: one some days before the license expiry and another one on the expiration day. Municipal administrators can customize email notifications' frequency, notification type, and content.

Furthermore, license renewal notifications submitted will appear in the audit log for the "License" view.

Inspections
Inspections are an integral part of the license application review. They can be conducted before or after the license issuance. Municipalities can decide which type of inspections they require for certain license application types and configure them to Cloudpermit during the system setup.

The assigned inspector will conduct an on-site inspection of the business and either pass the inspection or decline it for a reason. The visit result will be recorded in the "All Visits" section of the inspection workspace in Cloudpermit.

Certain types of inspections are performed on issued licenses. They can be scheduled annually, randomly, or in response to a complaint. Municipal authorities can manage inspections from the "License" view.

Document Management
Cloudpermit generates all documents in downloadable and archivable PDF format by default. License documents, such as uploaded attachments, permits, inspection visit results, license fee invoices, and receipts, are automatically saved to the workspace sections to which they belong as PDF templates.

The latest license permit also appears in the application's workspace header, which can be accessed anytime.

Data Import
Authority users can import previously issued business licenses, inspections, and attachments into the Cloudpermit database.

After uploading the Excel sheet columns into license data, such as license number, license holder, address, property ID, and municipality, users can map the Excel file to define a form that will appear in the workspace. Users can preview the draft license and workspace before importing data. 17 @2023 Cloudpermit Confidential
Similarly, license attachments and inspections for existing licenses can be imported.

When a license is imported, Cloudpermit creates and links to a license with a business (if one is required).

The application workspace is built using form data from the license import, inspections, and attachments from the "Attachments" and "Inspections" Excel sheets.

Late Fee Management
In licensing, the businesses may need to pay penalties, i.e., late fees, for delays in their payment. The penalty calculation in Cloudpermit is automated, enabling possible high volumes in late fee management.

The late fee calculation is determined by the type of business and the municipality's fee schedule.

Cloudpermit supports the following types of late fees:
 One-time fees
 Recurring monthly fees
The administrator can define the fee as any other item for one-time and recurring monthly fees (flat or calculated). Furthermore, the administrator must specify the maximum number of months for recurring monthly fees (2 - 12).
 If the license renewal is late, the administrator can set the late fee as "one-time" and add it as a new fee item in the license bill.
 If the late fee is "recurring monthly," the administrator adds a new fee item to the bill and calculates how many months it has been late.

The late fees must be calculated automatically when a bill is created. The license's expiration date must be checked if a late fee is specified for the license bill. Furthermore, bank holidays and weekends are to be considered.

When Cloudpermit calculates lateness and penalty fees, a bill can be assigned a due date, usually the next weekday. Municipalities can also use Cloudpermit to connect licensing fees to their fee schedule.

Report Management
Licensing enables municipal authorities to create basic reports for licensing organizations in Cloudpermit.

Creating reports can help a municipality with compliance, revenue regeneration, planning, and resource allocation and promote transparency and accountability.

Municipal authorities can generate licenses, payments, inspections, and review reports.

Users can choose one report at a time and customize its time range, license type (submitted/issued), and permit categories. Cloudpermit supports CSV and Excel spreadsheet report formats. 18 @2023 Cloudpermit Confidential
License Reports
License reports include submitted applications and issued licenses.  For the submitted applications, the report includes a list of license applications with a submitted date within the selected time range and matches any other filter (e.g., category).  For the issued licenses, the report displays a list of all applications with a given date within the time range and matches any other filter (e.g., category).

Payment Reports
Payment reports include” Online Payments” (the default option) and “Fees and Payments.” Inspections Reports
Inspection reports help to ensure regulatory compliance and promote public health and safety in the municipality. The inspection report includes “Inspections,” “Site Visits,” “Open Inspections,” and “Order.” 19 @2023 Cloudpermit Confidential
 “Inspections” display a list of applications with a "submitted date" within the chosen time range and match any other filter (e.g., category).
 “Site Visits” displays a list of all applications with an "issued date" within the time range that matches any other filter (e.g., category).
 “Open inspections” displays a list of all inspections that are not completed and match any other filter.
 “Orders” displays a list of all issued orders where the order's time of issuance is within the time range.

Review Reports
Report-type options for review reporting include reviews and review events.

Reviews display a list of applications with a "Review start date" within the time range and match any other filter (e.g., category or a review name).

Review events display a list of applications with an "Event date" within the time range and match any other filter (e.g., category or a review name).

Configuration Description
The tables below display the Cloudpermit Licensing features configuration.

Approver Groups
Section Component Description
Circulation groups Circulation groups It enables to add and edit circulation groups in the
municipality.

Configuration
Section Component Description
License categories License categories It allows changing the license category description.
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License categories Disable location services for new
workspaces
It allows not displaying location
services for new workspaces.

License categories Renewal limit It defines how many days before the expiration of a license can be
renewed (earliest renewal point). If
left empty, there will be no limit for
the renewal.

License categories License notifications for the first
and second renewal
Users can set how many license
notifications will be for the first and
second renewals.

License categories License defaults Users can set license defaults for the date issued, date of issuance,
valid from, and expiration dates.

Attachment types Add a new attachment type It includes available attachment types for licenses.

Party roles Add a new party role It includes new party roles not used in previous license applications.

Required forms, attachments, and
configs
Forms These settings define which forms
are included and which
attachments and review configs are
required in different license
applications.

License numbering License number A license number is assigned to a license when it is issued. These
settings allow administrators to
customize how the license number
is generated.

Custom license numbers will always
include the current year and a
sequential number.

License numbering Reset the counter to the change of
the year.

Users can reset the counter on the
year change by enabling the option.

License numbering Assign a new number on renewal Users can assign a number on renewal by enabling the option
Data Import
Section Component Description
Data Import Import a spreadsheet It enables importing licenses, inspections, and attachments.
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Fees
Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each customer.

Other settings Online payment It enables Cloudpermit to be configured to accept online
payments from various service
providers.

Inspections:

Section Component Description
Settings Settings Cloudpermit enables configuring
the following settings: inspection
phases and visibility, time tracking,
orders, quick pass, internal notes,
and managing available
qualification types, Phares, and
freeze time. Furthermore,
Cloudpermit supports two timeslots
for inspection scheduling: 8.00 a.m.
– 12.00 a.m. and 12.00 p.m. – 4.00
p.m.

Inspection types Create a new inspection type It enables the creation of new inspection types.

Visit results Add a new visit result. It enables additional inspection visit results that are selectable when a
prominent result is selected in the
"Visit result" section of the
inspection template.

Inspector working areas Upload shapefile
Payment System
Section Component Description
Payment System settings Configure payment page settings It enables configuring payment page settings.
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Reporting
Section Component Description
Reporting Report types It includes the following reporting types and their settings: licenses,
payments, inspections, and reviews.

Review configs
Section Component Description
Manage available reviews Time tracking It enables time tracking for reviews and selecting available reviews for
the organization.

Manage available reviews Available reviews It enables adding new reviews to applications.

Templates
Section Component Description
Permit templates Templates It includes various license templates with customizable layouts.

User management
Section Component Description
User management Add a new user It enables adding a new user, editing user permissions and groups,
and removing a user.

Working Day Calendar
Section Component Description
Working Day Calendar Select a day when inspections are
conducted.

It enables the selection of working
days when inspectors are available.

Working Day Calendar Add a new working day. It enables public holidays that affect processing time calculation, late fee
calculation, and when inspections
are not conducted.
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Licensing Personas in Business Accounts
A business is created when a user adds a business as a party to an application. This action makes the user an administrator in the business account. A business account must always have at least one administrator.

The administrator can invite and remove administrators and members from the business account.

Cloudpermit Licensing has two personas: administrators and members. Each persona is responsible for tasks or has privileges for specific workflows within Licensing.

Persona Tasks /Workflow
Administrator
Cloudpermit administrators have complete
editing access to the business.
o An Administrator can access the business
accounts to which the person has been
nominated as an Administrator.
o An Administrator can add administrators and
members to business accounts to which the
person has been nominated as an
Administrator.
o An Administrator can edit contact
information from the "Business Information"
view.
o An Administrator can add new
administrators and members and remove
them from the business account.

Member o A member has read-only privilege in business
accounts.
o A member can access the application
workspace but not change it.

Here's a quick rundown of the user permissions in business accounts:
 The municipality that created the business account retains editing permissions on the business information, including user invites, until the first admin invite for the account is accepted.  The business account is treated the same as any other, with only the business admin having edit access.
 The first person to be invited becomes the administrator. Only after an administrator party is included can the municipality's control be retracted.
 Administrators cannot remove themselves from a business if they are the last administrators to prevent a business entity from becoming orphaned.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may integrate a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract. 24 @2023 Cloudpermit Confidential
Standard Configurable Third-Party Integrations
Cloudpermit has integrations to third-party systems that can be configured for the client as part of the standard implementation. These integrations may include monthly or annual fees, which will be stated in a contract.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported Online Payment integrations include the following:
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Government Window
• Merchante
• Moneris
• OpenEdge
• Paymentus
• PayNowlink
• Square
• Stripe
• Payeezy
• Municipal Services Bureau (MSB)
• Point & Pay
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Authentication through Open ID Connect (OIDC)
When a user account is linked to an external system for authentication, Cloudpermit sends the authentication through an Open ID Connectivity (OIDC) API (Application Program Interface) to a thirdparty login page for the organization.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations, not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

Delivery of a Custom Integration contains a development fee and an annual or monthly fee. 26 @2023 Cloudpermit Confidential
Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder status and specified data fields in the folder.

Integration can be configured to include the transfer of fees to the backend system. Completed reviews and inspections can be configured to be transferred too. The integration setup will require changes in the back-end system and mapping statuses and codes between the systems.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.

Cloudpermit Licensing
Product Description
2023
1 @2023 Cloudpermit Confidential
Contents
Contents..................................................................................................................................................................................... 1 General Description.................................................................................................................................................................... 3 Cloudpermit Core Benefits......................................................................................................................................................... 3 Cloudpermit Contractor Registration......................................................................................................................................... 3 Contractor Registration Application Creation Wizard................................................................................................................ 4 Beginning the application creation ........................................................................................................................................ 4 Draft Contractor Registration application workspace............................................................................................................ 5 Adding parties........................................................................................................................................................................ 6 Application Data and Submission .......................................................................................................................................... 7 Contractor Registration Workflow Phases................................................................................................................................. 7 Contractor Registration Application Issuance Process............................................................................................................... 7 Registration Application Review ............................................................................................................................................ 7 Registration issuance ............................................................................................................................................................. 8 Registry Features........................................................................................................................................................................ 9 Contractor registration View................................................................................................................................................. 9 Registration View................................................................................................................................................................. 10 Registration view for applicants....................................................................................................................................... 10 Registration View for Municipal Authorities.................................................................................................................... 11 Business Information View .................................................................................................................................................. 12 Renewal and Revoke Management ..................................................................................................................................... 13 Notifications and Alerts ....................................................................................................................................................... 14 Document Management...................................................................................................................................................... 14 Data Import.......................................................................................................................................................................... 14 Late Fee Management......................................................................................................................................................... 14 Report Management............................................................................................................................................................ 15 Registration Reports......................................................................................................................................................... 15 Payment Reports.............................................................................................................................................................. 15 Review Reports................................................................................................................................................................. 15 Configuration Description ........................................................................................................................................................ 15 Registration Personas in Business Accounts ............................................................................................................................ 18 Overview of User Permissions in Business Accounts:....................................................................................................... 18 Cloudpermit Third-Party Integrated Systems........................................................................................................................... 19 Standard Configurable Third-Party Integrations.................................................................................................................. 19 Geographic Information System (GIS).................................................................................................................................. 19 2 @2023 Cloudpermit Confidential
Online Payment ................................................................................................................................................................... 19 Authentication through Open ID Connect (OIDC)................................................................................................................ 20 Multi-Factor Authentication (MFA) ..................................................................................................................................... 20 Additions and Minor Changes to Third-Party Integrations .................................................................................................. 20 Custom Integrations ............................................................................................................................................................ 20 Integrations with Backend Systems..................................................................................................................................... 20 Integrations with Electronic Archives .................................................................................................................................. 21 Conclusion: Empowering Efficient Contractor Registration with Cloudpermit.................................................................... 21 3 @2023 Cloudpermit Confidential
Cloudpermit Contractor Registration Product
Guide
This document provides an overview of our Contractor Registration product, a component of the Cloudpermit product suite.

General Description
Cloudpermit provides an online community development software solution tailored for local governments, ensuring 24/7 accessibility. Our Software-as-a-Service (SaaS) products are crafted to streamline and optimize community development processes. The suite encompasses various domains within local government operations including:
• Building Permitting: Facilitate building permits issuance, inspections, and compliance management. • Planning: Efficiently handle land-use planning and development applications. • Land Use Permitting: Streamline land use permits approval and ensure zoning compliance. • Code Enforcement: Manage code enforcement activities effectively. • Licensing: Streamline the issuance and management of business licenses within your jurisdiction. • Contractor Registration: This guide focuses on the Contractor Registration product, a tool for managing and verifying contractor credentials.

Cloudpermit Core Benefits
Cloudpermit unifies the entire process of building, licensing, planning e-permitting, and code enforcement case management under one digital roof. It brings all stakeholders - from applicants to authorities - onto a common platform, ensuring real-time updates on applications, licenses, and cases. Below are the primary benefits delivered by Cloudpermit:
• Digital Standardization: Cloudpermit embodies best digital practices, standardizing local government's operations in building, planning, code enforcement, and licensing. • 24/7 Online Accessibility: Accessible on any browser or operating system, facilitating remote and on-site mobile work.
• Seamless Updates: Monthly releases bring automatic updates, delivering the latest enhancements without the need for manual downloads or installations.
• Swift Deployment: A cloud-based SaaS product for quick and easy implementation, configured to match municipal requirements, hence easing the resource strain. • Interactive Maps: Utilize high-quality location data and updated property information sourced directly from the local government's Geographic Information System (GIS). • Collaborative Workspaces: Fosters instant collaboration and communication within applications and code enforcement cases, thus accelerating processes and improving workflows for all parties involved.

As you navigate through this guide, you'll find in-depth insights on how to make the most of the Contractor Registration product to manage and verify contractor credentials efficiently.

Cloudpermit Contractor Registration
Contractor Registration (‘Registry’) is a specialized module seamlessly integrated into Cloudpermit to facilitate efficient management of contractor information. Whether you're a local government official overseeing registrations or a contractor keen on establishing your presence, this module provides an intuitive platform for effortless interaction. Utilize the 4 @2023 Cloudpermit Confidential
Contractor Registration to maintain an updated database of contractors within your jurisdiction and allocate them to specific building permits with ease.

Important Note: Information in this document may change without prior notice due to our continuous efforts to enhance our products in line with industry standards and valuable user feedback. Our regular releases, detailed within, will keep you informed about new features, enhancements, and non-security updates.

We trust this Product guide will be an invaluable resource as you explore the Contractor Registration module. For any inquiries, challenges, or aid, feel free to contact our dedicated support team. We are here to aid you in maximizing the benefits of Cloudpermit's offerings for your community development needs.

Contractor Registration Application Creation Wizard
The Cloudpermit Contractor Registration (‘Registry) product provides a simple user interface for creating, applying for, reviewing, managing, and issuing business registrations.

Beginning the application creation
Since registry applications in Cloudpermit are not associated with projects, and some registry applications do not have a specific address or property, the application creation wizard accessible from the user dashboard assists applicants in creating the appropriate workspace for the registry application.

Applicants will choose the state and municipality to which they will submit their application. As a result, applicants can only submit application types permitted in the selected municipality. 5 @2023 Cloudpermit Confidential
Applicants will select the registry category and trade(s) that best describes the purpose of their applications in the "Create a New Application" workspace. These choices will determine the application's requirements and process in Cloudpermit. NOTE:

An applicant can select multiple trades in one application.

Within Cloudpermit, the contractor can be a private individual or a business. Furthermore, authorities can also apply for registrations on behalf of their customers. Municipalities can also create an online copy for those applications sent by paper or email.

Draft Contractor Registration application workspace
Once a contractor’s application data is in place, applicants will be redirected to the draft contractor registration (‘registry’) application workspace. The "Required Tasks" progress bar displays the actions the applicant must take to complete and submit the registry application. These actions are related to the selected registry category type. 6 @2023 Cloudpermit Confidential
Adding parties
Applicants can add individuals and businesses to the Cloudpermit database as "parties" within the "Parties to the Application" section of the application workspace.

Party invitations are sent to individual recipients via email. Upon acceptance, the new party can access and participate in the registry application, subject to limitations set by the application owner. However, all parties in the application will automatically have permission to access and read the application details. • When you add a person with an email address to your registry application, an invitation to collaborate will be automatically sent. The invitee may accept or decline the invite. • If you enter the party details manually because the party doesn't have an email account, the party will become active immediately, regardless of whether the invite is ignored, accepted, or declined. • If a business partner already appears in your account database, they will become active on the registry application once their data is added to the "Parties to the Application" feature. • If you invite a new business to your registry application, you will create a new business account and choose at least one role for the company. All members of the business can access and read the application data.

Business data can be managed in the "Business Information" view, accessible from the user dashboard. 7 @2023 Cloudpermit Confidential
Application Data and Submission
The application data may require specific actions based on the registry category and trade(s) selected during the registry application creation. The municipal administrator determines this information during the Cloudpermit setup, ensuring the correct form for applicants is automatically added to the registry application.

After completing the required application information, applicants will digitally sign off on the registry applications before submitting them to the municipal department via Cloudpermit.

Contractor Registration Workflow Phases
The workflow for Contractor Registration (‘Registry’) is divided into two phases: Application and Archival. • Application Phase: begins once the applicant has completed and submitted the registry application to the municipality.
• Archival Phase: begins after the registration has been approved.

Municipal administrators can use Cloudpermit to set up an automated archiving system for all approved applications. These applications, as well as all associated data, are stored in the Cloudpermit database and are available at any time.

Contractor Registration Application Issuance Process
The municipal authorities will begin reviewing applicants' registry applications once submitted. The application issuance process includes the below-described action steps.

Registration Application Review
The application review begins when a registry application is submitted to the municipal department.

Cloudpermit aids municipal departments in managing registry application submission reviews by offering a variety of review types that municipal administrators can customize within Cloudpermit. Examples include variations in application forms and attachment types.
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Moreover, if the registry type necessitates it, municipal authorities can request additional reviews for the application by selecting the review type and assigning it to a suitable reviewer in the "Reviews" section of the registry application.

Upon completing registry application evaluations, the reviewer marks the forms and attachments as complete and records the results in Cloudpermit.

If there's a need for the applicant to alter the application forms or attachments, a change request will be submitted.

Cloudpermit creates a task for applicants, which appears in their dashboard's "Task and Requests" section. Additionally, an email will be sent to applicants and business members informing them of the change request in the registry application workspace. The assigned reviewer verifies the changes provided in the workspace.

Registration issuance
Following a review of the registry application and the absence of any objections to registry issuance, the municipal authority prepares a registry bill that can be paid online or in person as instructed by a municipality.

Additionally, the municipal authority prepares a registry permit using the preconfigured registry template. Municipal administrators configure the following default date input configuration settings based on municipal registry issuance practices to the registry template:
• Issue Date
• Valid From
• Expiration Date
These data input settings can be defined at the main registry level so that each category level inherits them. They can also be determined separately for each category.
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Once the registry has been created, the registry application workspace includes a "Registry" section that houses the draft and issued registry permits with PDFs for the registry application. The permit is automatically issued once the municipal authority acknowledges receipt of the registry fee in Cloudpermit.

Additionally, Cloudpermit sends automated emails to the workspace parties informing them that the registry permit has been issued.

Contractor Registration Features
The Cloudpermit Registration (‘Registry’) product encapsulates a range of features designed to streamline the registry workflow, enhance user interactions, and ensure efficient management of contractor data. These features include:
• Application, Registry View, and "My Businesses" View: Manage registry applications, review registered entities, and oversee business details.
• Renewal and Revoke Management: Handle renewals and revocations efficiently. • Notifications & Alerts: Receive real-time updates on application status, renewals, and other critical activities. • Document Management: Organize, store, and retrieve essential contractor registration documents. • Data Import: Import necessary data effortlessly, ensuring a smooth transition and data integrity. • Late Fees Management: Administer late fees for overdue renewals or other instances as per municipal policies. • Report Management: Generate and manage comprehensive reports on contractor registrations.

Contractor Registration View
The Contractor Registration (‘Registry’) view allows applicants and municipal authorities to find and keep track of issued registrations. The view is accessible via a widget from the user dashboard.

Municipalities may have hundreds of active registrations in their registry. Cloudpermit simplifies the process of searching for, filtering, and sorting registrations in the registry workspace by providing a "Search" feature with various search and filter criteria. These include the following:

Free text search.

Registry status filters (expired, issued, or revoked).

Filter for selecting municipal departments.

Filter for selecting different action items, like open bills or inspections in applications.

Filter for searching for expiring registrations.

Filter for selecting trades
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The number displayed in the registry widget represents the number of valid registrations the user can access in the "Registry" view.

Selecting a sorting value from the drop-down list on the right under "Results" allows users to sort filtered registrations as cards. This feature applies only to the "List" view mode.

Registration View
The Registration view displays the issued registry applications for both applicants and municipal authorities in one centralized location.

Registration view for applicants
The Registration view enables users to view their issued registration data, like inspections, and request renewals for expiring permits. Applicants access the Registration view from their dashboard via the Licensing widget.

To proceed, they must select the registration and click the Open Registration button on the registration card, redirecting them to the Registration view.

The Registration view comprises the Inspections section and the registration application workspace entry. Applicants can request a registration renewal by clicking the Renew Registration button situated at the top right of the workspace.

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Registration View for Municipal Authorities
Authority users are redirected to the selected registration application workspace through the Registration view. The Registration view facilitates municipal authorities in following up on registration applications or renewing or revoking a registration. These options are accessible in each application workspace's More Actions drop-down menu.

Registrations hold validity for a defined period. Upon expiry or near expiry, the holder may request a renewal through the issued registration application. Municipalities can smoothly renew expired registrations by viewing current and historical registration data in one place in the application.
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Occasionally, municipal authorities may need to cancel a valid registration for specific reasons. The Revoke feature is available in all issued applications in the Registration view.

Business Information View
The "Business Information" view is generated when a user adds an existing business as a party or invites a new business to the application workspace. Within this view, users can access business contact details, view associated applications, registrations, and manage business users through a user management section.

Once a business party is established in the "Parties to the Application" section, the business data within the "Business Information" view becomes readily available for use across registration applications in Cloudpermit.

For convenient access, the "My Businesses" section is prominently displayed at the top of the applicant's dashboard after the creation of business parties. This section lists all current business parties linked to the applicant's account, with each business account directly linked to its respective "Business Information" view, accessible by clicking the business name link.

The "Business Information" view includes contact information, a list of business contractor registration the business has, and expiring and revoked registrations. Furthermore, administrators of the business account have full access to all information in the “Business Information” view. They can add new members (view-only access) and other administrators (full access to the business data) in the "Users in Business" section. Administrators can also remove other administrators and members from the business account. However, a business account must have at least one administrator. 13 @2023 Cloudpermit Confidential
Renewal and Revoke Management
Renewal and Revoke Management are integral to the contractor registration application workspaces.

The contractor registration renewal process applies to applicants and authorities who can apply for a registration renewal on behalf of their customers. The Cloudpermit system sends an email notification to all parties and business representatives in the most recent application workspace well before the registration expires, followed by another on the day the registration expires. The renewal process includes the following:
• Renewal of expired contractor registrations
• Renewal and late penalty fees
The contractor registration holder can create a renewal application for the expired registration in the contractor registration application workspace. The registration renewal fee is determined by the type of business and the municipality's fee schedule. Municipal authorities will manage contractor registration renewals in contractor registration applications by selecting the "Renew registration" option from the "More Actions" drop-down menu.

Municipal authorities may revoke valid registrations for specific reasons. The reason for the revocation must always be specified. The contractors and the parties in the most recent registration application workspace are notified by email that their registration has been revoked.
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Notifications and Alerts
Contractor registration renewal notification is triggered based on the municipality's configuration setting. The expiration notification will display on the user interface. Additionally, the system will send two email notifications: one a few days before the registration expiry and another on the expiration day. Municipal administrators can customize email notifications' frequency, notification type, and content.

Cloudpermit automatically sends contractor registration expiration notifications to all parties involved in the most recent application workspace. Renewal notifications submitted will also appear in the audit log for the "Registration" view.

Document Management
Cloudpermit generates all documents in downloadable and archivable PDF format by default. Contractor registration documents, such as uploaded attachments, permits, inspection visit results, contractor registration fee invoices, and receipts, are automatically saved to the respective workspace sections as PDF templates.

The latest registration also appears in the application's workspace header, which is accessible at any time.

Data Import
Authority users can import previously issued business registrations and attachments into the Cloudpermit database.

This process involves uploading Excel sheet columns containing registration data, including registration number, registration holder, address, property ID, and municipality. Users can then map the Excel file to define a form that will appear in the workspace. A preview of the draft registration and workspace is available for users to review before importing data. Similarly, attachments for existing registrations can be imported seamlessly.

Upon importing a registration, Cloudpermit creates and links it to a permit (if required). The application workspace is constructed using form data from the registry import and attachments from their respective Excel sheets.

Late Fee Management
In the context of the contractor registration , businesses may sometimes incur penalties, specifically late fees, for delayed payments. Cloudpermit streamlines this process with automated late fee calculations, capable of managing potentially high volumes of late fee scenarios. The calculation of late fees is contingent on the type of business and the fee schedule established by the municipality. Cloudpermit accommodates the following types of late fees:
• One-time fees
• Recurring monthly fees
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Administrators have the flexibility to define these fees as flat or calculated, as well as set a maximum number of months for recurring monthly fees (ranging from 2 to 12). If a registration renewal is overdue, administrators can designate the late fee as "one-time" and add it as a new fee item to the registration bill. In cases of "recurring monthly" late fees, administrators can include a new fee item in the bill and calculate the number of months for which it has been overdue.

Late fees can be automatically calculated when a bill is generated, taking into account the registration's expiration date and considering bank holidays and weekends. Cloudpermit also allows municipalities to align registration fees with their established fee schedule.

Report Management
The contractor registration module enables municipal authorities to create basic reports for registered organizations in Cloudpermit.

Generating reports can assist a municipality in ensuring compliance, regenerating revenue, planning, allocating resources, and enhancing transparency and accountability.

Municipal authorities have the capability to generate reports related to registrations, payments, inspections, and reviews.

Users can select one report at a time and customize its time range, registration type (submitted/issued), and registration categories. Cloudpermit supports CSV and Excel spreadsheet report formats.

Registration Reports
Contractor registration reports encompass both submitted applications and issued registrations. • Submitted Applications Report: This report provides a list of registration applications submitted within the selected time range, along with any other applied filters, such as registration category. • Issued Registrations Report: Here, you'll find a list of all applications with a given date within the time range and matching any other filters, such as registration category.

Payment Reports
Payment reports include” Online Payments” (the default option) and “Fees and Payments.” Review Reports
Report-type options for review reporting include reviews and review events.

Reviews Report: This report compiles a list of applications with a "Review start date" falling within the specified time range and aligning with any other applied filters, such as category or review name.

Review Events Report: Here, you'll find a list of applications with an "Event date" within the designated time range and matching any other filters, such as category or review name.

Configuration Description
Below are the tables illustrating the configuration of Cloudpermit Contractor registration features. 16 @2023 Cloudpermit Confidential
Configuration
Section Component Description
Registration categories Registration categories It allows changing the registration category description.

Registration categories Disable location services for new workspaces
It allows not displaying location services
for new workspaces.

Registration categories Renewal limit It defines how many days before the expiration of a registration can be
renewed (earliest renewal point). If left
empty, there will be no limit for the
renewal.

Registration categories Registration notifications for the first and second renewal
Users can set how many registration
notifications will be for the first and
second renewals.

Registration categories Registration defaults Users can set registration defaults for the date issued, date of issuance, valid from,
and expiration dates.

Attachment types Add a new attachment type It includes available attachment types for registrations.

Party roles Add a new party role It includes new party roles not used in previous registration applications.

Required forms, attachments, and configs Forms These settings define which forms are included and which attachments and
review configs are required in different
registration applications.

Registration numbering Registration number A registration number is assigned to a registration when it is issued. These
settings allow administrators to customize
how the registration number is generated.

Custom registration numbers will always
include the current year and a sequential
number.

Registration numbering Reset the counter to the change of the year.

Users can reset the counter on the year
change by enabling the option.

Registration numbering Assign a new number on renewal Users can assign a number on renewal by enabling the option
Data Import
Section Component Description
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Data Import Import a spreadsheet It enables importing registrations, inspections, and attachments.

Fees
Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each customer.

Other settings Online payment It enables Cloudpermit to be configured to accept online payments from various
service providers.

Payment System
Section Component Description
Payment System settings Configure payment page settings It enables configuring payment page settings.

Reporting
Section Component Description
Reporting Report types It includes the following reporting types and their settings: registrations, payments,
inspections, and reviews.

Review configs
Section Component Description
Manage available reviews Time tracking It enables time tracking for reviews and selecting available reviews for the
organization.

Manage available reviews Available reviews It enables adding new reviews to applications.

Templates
Section Component Description
Permit templates Templates It includes various registration templates with customizable layouts.
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User management
Section Component Description
User management Add a new user It enables adding a new user, editing user permissions and groups, and removing a
user.

Registration Personas in Business Accounts
A business is established when a user adds it as a party to an application. This action designates the user as an administrator within the business account. It's essential to note that a business account must always be maintained by at least one administrator. The administrator holds the authority to extend invitations to new administrators and members or remove them from the business account.

In Cloudpermit Contractor registration , there are two distinct personas: administrators and members. Each persona is assigned specific responsibilities or privileges tailored to workflows within the Contractor registration .

Persona Tasks /Workflow
Administrator
Cloudpermit administrators have complete editing access to the business.
o An Administrator can access the business accounts to
which the person has been nominated as an
Administrator.
o An Administrator can add administrators and
members to business accounts to which the person
has been nominated as an Administrator.
o An Administrator can edit contact information from
the "Business Information" view.
o An Administrator can add new administrators and
members and remove them from the business
account.

Member o A member has read-only privilege in business
accounts.
o A member can access the application workspace but
not change it.

Overview of User Permissions in Business Accounts:
• Initially, the municipality that created the business account maintains editing permissions for business information, including user invitations, until the first admin invitation for the account is accepted. • Subsequently, the business account functions like any other, with only the designated business administrator having edit access.
• The first individual to receive an invitation becomes the administrator. It's only after an administrator party is included that the municipality's control can be revoked. • Administrators cannot self-remove from a business if they are the last administrators, preventing the business entity from being orphaned.
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Cloudpermit Third-Party Integrated Systems
Cloudpermit offers a set of standard configurable integrations with over twenty (20) systems, grouped into distinct integration types as detailed below.

In situations where the specific integration requirement cannot be met through the standard configurable options, Cloudpermit may explore alternatives such as integrating a new system, making minor adjustments to existing integrations, or developing a custom solution. These specialized integrations are subject to separate pricing and, if relevant, will be discussed within your contract.

Standard Configurable Third-Party Integrations
Cloudpermit offers integrations with third-party systems that can be tailored to suit the client's needs as a standard part of the implementation process. It's important to note that these integrations may come with associated monthly or annual fees, which will be explicitly outlined in the contract.

Geographic Information System (GIS)
Cloudpermit provides support for a one-way integration with the municipal authority's Geographic Information System (GIS). The supported GIS integrations encompass the following platforms:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with various online payment providers through checkout systems or gateways, enabling users to pay bills online when configured by a municipality. Payer info and bill details are securely sent to the payment provider, with payment success information returned. Supported integrations include:
• ACI
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Elavon
• Government Window
• Merchante
• Moneris
• MSB (Municipal Services Bureau)
• OpenEdge
• Payeezy
• Paymentus
• PayNowlink
• Point & Pay
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• Square
• Stripe
Authentication through Open ID Connect (OIDC)
When a user's account is linked to an external system for authentication, Cloudpermit sends the authentication via an Open ID Connectivity (OIDC) API to a third-party login page. The entire authentication process occurs in the third-party system, which then signals successful authentication back to Cloudpermit. Please note that this integration does not cover authorization; all groups and permissions are still managed within Cloudpermit. Supported OIDC authentication integrations include:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When Multi-Factor Authentication (MFA) is required for a department, Cloudpermit login mandates at least Two-Factor authentication. Following a successful Cloudpermit authentication, users are directed to a third-party system for the secondfactor authentication, which can be a mobile app or Security Management System (SMS). This third-party system must provide an OIDC (Open ID Connect) interface and subsequently relay the success of the second-factor authentication back to Cloudpermit. Supported MFA integration options include:
• Duo
Additions and Minor Changes to Third-Party Integrations Cloudpermit can incorporate integrations with new systems, provided they align with an existing integration type (e.g., Online Payment or GIS) and the third-party system offers Application Program Interfaces (APIs) compatible with our current integration model.

Any integrations with new systems or minor alterations to existing system integrations will be subject to separate agreements and are not part of the standard implementation package. These integrations may involve a development fee as well as annual or monthly charges.

Cloudpermit will provide an estimated release timeline for the integration upon reaching an agreement.

Custom Integrations
Integrations falling outside the scope of Configurable Standard integrations, minor modifications to existing integrations, or new systems within an existing integration type are categorized as Custom Integrations.

All custom integrations necessitate a feasibility study and the creation of specifications before an agreement can be reached. Cloudpermit will provide an estimated release timeline for the integration upon agreement.

The implementation of a Custom Integration involves a development fee as well as annual or monthly charges.

Integrations with Backend Systems
In backend system integrations, Cloudpermit employs a streamlined process for transmitting information to a backend system. This process involves the following key steps:
• Record Creation: Cloudpermit establishes a dedicated record within the backend system for each workspace. 21 @2023 Cloudpermit Confidential
• Property and Contact Linking: Cloudpermit links properties and contacts to their respective records, creating new contacts if needed.
• Status and Data Updates: Cloudpermit ensures that record status and specified data fields are updated as required.

Additionally, the integration can be configured to encompass the transfer of fees to the backend system. It can also include the transfer of completed reviews and inspections. Implementing this integration may necessitate adjustments in the backend system and mapping statuses and codes between the two systems.

Please note that integrated backend solutions are subject to separate pricing, which will be detailed in your contract.

Integrations with Electronic Archives
This integration method involves transmitting the contents of a workspace to an external system for archival purposes.

These external systems typically fall under the categories of Enterprise Content Management (ECM) or Electronic Archives.

The integration process is as follows:
• Archival Folder Creation: Cloudpermit establishes an archival folder within the third-party ECM or Electronic Archives system.
• Data Field Values: Cloudpermit writes the values of the configured data fields into the archival folder. • Attachment Transfer: Configured attachments are transferred into the folder for archival purposes.

Please be aware that integrated electronic archive solutions are subject to separate pricing, which will be outlined in your contract.

Conclusion: Empowering Efficient Contractor Registration with Cloudpermit In this comprehensive user guide for Cloudpermit's Contractor Registration product, we've explored the various functionalities and features that empower municipalities and contractors in managing and verifying contractor credentials seamlessly.

From the initial application creation to renewal management and integration possibilities, Cloudpermit streamlines the entire process. Users can effortlessly add parties, access essential business information, and generate reports for compliance and planning. With the flexibility of custom and standard integrations, Cloudpermit offers a versatile solution to meet diverse needs. Whether it's online payment processing, GIS integration, or electronic archival, Cloudpermit provides the tools for efficient contractor registration management.

Cotati City CouncilMay 28, 2024

Cotati City Council
May 28, 2024