Audience: This page is intended for Providers, not for Applicants.
This page provides provides information about the steps that a provider should take PRIOR to any defined application period (such as a Renewal period, or a Wait List Renewal period).
Before your first cycle
The items in this section only need to be performed once, during the first year that you process applications of this type (Wait List Renewal, Application, Renewal) using the software. In the future, you only need to do these steps if you want to make changes to your process.
- Configure your application form
Make sure that the online application shows the appropriate fields, requires the appropriate fields, and restricts updates to the appropriate fields. You can do this by going to the Application Type page, clicking the Edit button next to the appropriate application type, and then clicking the Preview button next to the appropriate situation.
- Configure your communication to the applicants
You will want to send out some sort of communication to your applicants to let them know to submit their application, and to provide instructions for how to do so. You can configure this letter by going to the Communication page.
In your communication, you should provide instructions about how to access their existing permit information by including the following link:
http://permits.OnlineMooring.com/<ProviderName>/?guid=#guid#&force=y
Please note that you need to replace the <ProviderName> portion of the URL with your actual URL, and note that the text "#guid#" in the link above will be replaced with a different value for each different applicant in the database.
Sstandard communications provided by Online Mooring provide this information.
Before each cycle
- Verify that applications have been processed from the last cycle
If there are any applications that have an "Under Review" Application Status, they were never approved/rejected during the last cycle. If you process all of your applications at the same time, then you should approve/reject all of these applications.
If there are any applications that have an "Incomplete" Application Status, this means the applicants never submitted their application from the last cycle. If you process all of your applications at the same time, you should cancel all of these applications.
Verify that the correct number of applications are currently approved. If this number seems low, it may mean that some people never submitted their applications during the last cycle. If this is the case, you may want to extend the approvals from the previous cycle by adding the appropriate "Approved" action.
- Verify that Online Mooring correctly lists outstanding balances
The Outstanding Balance report will list all charges that have not been paid, according to the records in Online Mooring. When the applicants complete their next application, Online Mooring will try to collect the outstanding balance, in addition to the new fees (if any) for the new application.
If the balances are correct, this behavior is fine. If the balances are not correct, you will get many questions and complaints. The Outstanding Balance report help lists the possible problems and how to correct them.
- Verify that your configuration is correct
If your fees have changes since the last time you ran this process, the fee formulas will need to be updated on the Actions page. Please contact Online Mooring help to get these changed correctly.
- Specify which applications can be submitted
Applicants can complete an Application when the status of their application has the word "Allowed" in it. This allows you to control which applications can be submitted.
You can set the status to this value by going to the Application Action page and adding an "Allowed" action and specifying the start date and end date when they can submit their application. Note that you do this on individual applications or in bulk.
- Notify applicant(s) to submit their application
Send a communication to the applicants that need to submit their application, using the product. You can do this by clicking on the e-mail address on the Application Summary page. This will bring you to the Communication page, where you can select a message template and send it out.
To do this in bulk, go to the Application Search page, select an Application Status of "Allowed" and click Search. This will give you a list of all applications where the applicants can currently submit their application. Then, click on the Communicate link at the bottom of the page to initiate a communication to each of the applicants in the list.