Regulatory permits & licences

The permit registry holds every authority-issued permit the operation runs under — Title V air permits, NPDES/stormwater coverage, EPA generator IDs, SPCC plans, fire operational permits, radioactive-materials licences — as first-class records with renewals tracked before they bite. (Not to be confused with permits to work, which authorize individual jobs.)

Add a permit

1. Go to Regulatory permits and fill in the Add a regulatory permit or licence form: site, title, kind, issuing agency, permit number, effective and expiry dates (leave expiry blank if it doesn't expire), the renewal lead (default 180 days — agency renewals are slow), and the owner who keeps it current.
2. Or 📷 scan the permit document (photo or PDF): AI prefills the same form, flags any lower-confidence fields for a double-check, and lists the conditions it found as a checklist — keep the ones that are real requirements and they're added to the permit when you press Add permit. Nothing saves without you. The scanned file is kept on the record as evidence (View the permit document on the permit page).
3. Or bulk import the permit list from a spreadsheet via Data import → Regulatory permits & licences — the SiteId column accepts site names.

Track the permit's conditions

Open a permit and add each requirement it imposes (sampling, reporting, inspections). Click Track as obligation on a condition to put it on the environmental obligation calendar with an owner and due date; a tracked badge links back to it.

Work a renewal

• When the renewal window opens the permit flips to Renewal due (yellow in the list). Click Mark renewal submitted once the application is with the agency, then Record renewed permit… with the new validity window when it arrives — the permit returns to Active.
• Close (no longer held) retires a permit you no longer operate under.

What happens automatically

• A background sweep opens renewal windows and lapses expiries — a permit past its expiry flips to Expired (red in the list) without anyone looking at it.
• When the renewal window opens, a renewal obligation is auto-created for the permit owner, due 30 days before expiry.
• Expiring permits escalate to the owner 60 days out (or to the safety queue if no owner is named); expired permits escalate as overdue. Set who's emailed for that queue under notification routing.
• Every expiry date appears on the compliance calendar and its .ics feed, and the dashboard tracks Permit renewals in flight and Regulatory permits expired.

Related

• Worker credentials & licences — same scan-to-add expiry-tracking of outside authorizations
• Compliance calendar — permit expiries feed the deadline list
• Environmental compliance — tracks environmental permit obligations and renewals