Permit & Insurance Renewal Process

How ACME tracks and obtains the renewal of permits and insurance on properties.

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▶️ Process Diagram

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📝 Process Owner: 

Seat responsible for maintaining/updating this process moving forward:

• Jocelyn Gutierrez

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🏁Start Event:

This process starts when:

• HubSpot Automation creates a task associated with the HubSpot Deal 100 days out from the required Permit or Insurance Policy Renewal.

✅ End Result:

The end result of this process will be:

• Property Owner has uploaded the required documentation.
• Onboarding has updated the Permit/Insurance Policy Expiration date in the HubSpot Deal

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🔑 Seats Involved:

The internal/external seats involved in this process:

• Internal
  • Onboarding 
• External
  • Property Owner

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📈 Process Measurables:

How we measure the success of this process:

• Does Not Apply

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📚 Supporting Materials:

Materials utilized to complete this process:

• Permit Renewal PandaDoc Form
• Insurance Renewal Form

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💻 Supporting Software:

Software utilized to complete this process:

• HubSpot
• PandaDoc

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Permit Renewal Process

➡️ 1.HubSpot Automation (100 days out)

Automation- Task Created in HubSpot

• HubSpot creates tasks based on expiration dates:
  • TOT (City ID) Permit Date
  • Insurance Policy Expiration Date
    • 100 Days out from Renewal Date
      
      

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➡️ 2. Prepare Permit Paperwork

Onboarding- Generates Permit Document for Signature in PandaDoc

• • HubSpot - Panda Doc Integration:

    • "Create Document" →Select Template → "NEW - Vacation Rental Renewal Application 2023" → Select Owner - Add New Contact → Select ACME Signer → Generate Document
      
      

Onboarding- Update Document via PandDoc

 

Onboarding- Send to Owner

• Send to Owner for Signature:

  • Via Panda Doc → Select Send - Via Email → Property Name - Palm Springs Vacation Rental Renewal Application
    
    

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➡️ 3. Sign & Provide Documents

Owner- Receives Automated Notice via Email

• Owner receives the Panda Doc Palm Springs Vacation Rental Renewal Application
  
  

Owner- Complete Required Documentation

• Owner completes documents requested in the Palm Springs Vacation Rental Renewal Application
  
  

Owner - Submit Documentation via Email

• Owner returns documentation to ACME
• Respond directly to the automated email

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➡️ 4. Submit Permit Paperwork 

Same Process as in Partner Onboarding: City Permitting and Inspection

Onboarding Specialist- Requests Transfer/Permit Check via Email

Send email to ACME Accounting Department:

To: accounting@acmehouseco.com

Subject:Check Request - Transfer/Application Fee

Body: Property Address and Reason for Check 

 

Onboarding Specialist - Gather & Print Application Documentation

• Documentation to Gather/Print:

  • Insurance Paperwork
  • Friends and Family Form
  • Ownership Form
  • Permit Fee Check (from Accounting)
  • Permit Application/Transfer Form
  • Pool Compliance Inspection: Gather most recent; required every 5 years

 

Onboarding Specialist - Send Permit Transfer/App. to City (method varies)

• Required:

  • Signed Permit Transfer/Application Form
  • Permit Fee Check
  • Processing Method Varies:
    • Palm Springs (In person)
    • La Quinta (Electronic)
    • Rancho Mirage (Electronic)
    • Cathedral City (No Permit)

City - Schedule City Safety Inspection (city reaches out)

• City Contacts Onboarding Team:

  • City provides addresses & dates
  • City will reach out within 30 days after paperwork drop off
  • Typically schedule City Inspection 2 weeks form the date they reach out - on a Wednesday

 

Onboarding Specialist - Create City Inspection Access Task (Breezeway Task)

Create Breezeway Task:

Assign: Engineering/Staging

Title: City Inspection Access

Due Date: City Inspection Date/Time

 

Onboarding Specialist - Create Pre-City Safety Inspection Task (Breezeway Task)

Create Breezeway Task:

Assign: Engineering/Staging

Title: Pre City Safety Inspection

Due Date: Engineering schedules: 7 days before City Inspection Date

• 📽️  How to Create Inspection Work Orders

 

Onboarding Specialist - Complete ACME Pre-City Safety Inspection (Breezeway Task)

• ACME Pre-City Safety Inspection:

  • ACME completes property inspection
  • Before City Safety Inspection

 

City - Compete City Inspection

• This is on the calendar
• Happens on scheduled date
• ACME staff provides city with access

 

City - City Issues Property Permit via Email

• City Issues Property Permit:
  • Issued 2 weeks to 90 days after inspection
  • Sent to Team Onboarding email address

 

Onboarding Specialist - File Property Permit

• File into: 

  • ACME Shared Drive:

    • Active Rental Folder: Property's Folder

• • HubSpot Deal:

    • Attach Permit to HubSpot Deal
    • Update Permit Date

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Insurance Renewal Process

➡️ 1.HubSpot Automation (100 days out)

 

Automation - Task Created in HubSpot

• • HubSpot Task Created:

    • 100 Days out from Renewal Date
    • HubSpot creates tasks based on Insurance Policy expiration date

 

Automation - Notice Sent to Owner Requesting Documents

• Owner is auto notified of the insurance documentation required
• Asked to upload documents

 

Owner - Uploads Requested Insurance Documentation

• Owner uploads the requested Insurance Policy documentation

 

Automation- HubSpot Task Created: Please Update Insurance Date

• Once uploaded a task is created in Hubspot asking Onboarding to update the insurance date on the Deal in Hubspot

 

Onboarding Specialist- Update New Insurance Policy Expiration Date 

• In the HubSpot Deal:

  • Review provided insurance information
  • Update the insurance date field in the HubSpot Deal

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