Municipalities constantly face the challenge of managing a wide array of permitting, planning, and licensing tasks while ensuring efficiency, accuracy, regulatory compliance, and positive engagement with citizens and local businesses. Whether it’s processing building permits or simplifying business licensing, the right software can transform these tasks into a smooth, user-friendly experience for all parties. However, not all solutions are created equal.
Here are six essential features to look for when selecting a permitting, planning, and licensing software for your municipality:
6 Essential Features to Look for in Permitting Software
1. User-Friendly Platform
A software solution is only as good as its usability. A user-friendly platform ensures that municipal staff and citizens can navigate the system without extensive training. Look for intuitive dashboards, clear instructions, and a responsive design that works seamlessly across devices, including smartphones and tablets. Accessibility is key to promoting widespread adoption and satisfaction among users.
2. Customizable Workflows
Each municipality has unique requirements, and permitting processes often vary by jurisdiction. Software with customizable workflows allows you to tailor the system to fit your specific needs. From automating approval chains to streamlining tasks, the software’s flexibility and personalization ensures it evolves with your community’s needs.
3. Integration Capabilities
Permitting, planning, and licensing software often intersects with other municipal systems, such as GIS, Asset Management, and Budgeting software. Choose a solution that offers robust integration capabilities to enable seamless data sharing across all solutions. For instance, integration with GIS can provide spatial analysis and mapping tools to support informed planning decisions, while linking with third-party payment systems can streamline fee collection.
4. Real-Time Tracking and Transparency
Citizens and businesses expect transparency in municipal processes. Real-time tracking features included in customer portals, like the Citywide Customer Portal, allow applicants to monitor the status of their permits or licenses online, reducing the need for frequent inquiries, freeing up staff time, and enhancing public trust. Transparency also extends to internal workflows, enabling staff to identify bottlenecks and ensure more timely processing.
Learn more about how the Citywide Citizen Portal compares to traditional permit application forms.
5. Reporting
Data-driven decision-making is vital for modern municipalities. Look for software that offers robust reporting tools to help track key performance indicators (KPIs), identify trends, and allocate resources effectively. Whether it’s tracking application approval times or forecasting workload demands, reporting tools can provide valuable insights for continuous improvement.
6. Cloud-Based Functionality and Security
Cloud-based software offers scalability, accessibility, and cost savings compared to on-premise solutions. It enables staff and citizens to access the system from anywhere, ensuring business continuity during emergencies or remote work scenarios. Additionally, prioritize solutions that adhere to high security standards, including data encryption, regular backups, and compliance with relevant regulations, to protect sensitive information.
Learn more about the benefits of implementing an ePermitting software solution in your community.
Key Considerations When Choosing Software
In addition to the essential features, here are some critical questions to ask when selecting permitting, planning, and licensing software:
- What does the training and implementation process look like? Ensure the vendor provides structured, in-house onboarding and implementation, hands-on training, and ongoing support to ensure a smooth transition, widespread adoption, and effective use of the system.
- How scalable is the solution? As your municipality grows or your requirements change, it’s essential that the software can accommodate an increasing number of users, applications, data, and be flexible to changing workflows.
- What level of customer support is offered? Look for a vendor that provides responsive, knowledgeable customer support, including a Knowledgebase, regular product updates, and is continuously improving their software based on user feedback.
- What are the total costs, including licensing, maintenance, and any hidden fees? Understanding the total cost of ownership helps you make an informed decision based on both budget and long-term sustainability. Be wary of any contracts that may have unreasonable penalties and hidden fees or are vague in terms of pricing. Also look out for any contracts or suppliers that issue big increases in terms of annual dues or fees at renewal, and instead look for suppliers with fixed renewal rate caps, if available.
Learn more about selecting a software solution for your municipality.
Key Takeaways
Selecting the right permitting, planning, and licensing software is essential for improving operational efficiency, enhancing transparency, and fostering better engagement with the community. By focusing on these six features, municipalities can ensure they choose a solution that not only meets their current needs but also adapts to future growth. It is crucial to keep these considerations in mind to select a system that maximizes productivity and satisfaction for both staff and citizens.
ePermitting with PSD Citywide
Citywide Permitting offers a comprehensive and flexible solution for efficient permitting, planning and licensing management. With an intuitive interface, customizable workflows, and seamless integration with Citywide GIS, Citywide Assets and the Citywide Citizen Portal, it streamlines municipal operations for accuracy and ease. Designed with security and scalability in mind, Citywide Permitting provides a long-term solution that evolves with your municipality’s needs. Contact us today to learn more!
