Overview
A provider permit authorizes a service provider (hauler) to operate within your jurisdiction and to submit pump out records to your FOG program. This article covers what provider permits are used for, how to set up and use the Permit Type field, where to manage them, the statuses they move through, and how to customize the permit layout that your providers receive.
What a provider permit is
Provider permits (sometimes called hauler permits) are the record of legal authorization you issue to a service provider. Each permit ties to a specific provider and carries:
A permit number (unique within your tenant)
Effective and expiration dates
Status (Active, Expired, Canceled)
Permit type (if configured — see Permit Type below)
Payment amount, payment date, and payment method
Optional custom properties
Most programs pair each active provider with a valid permit before letting them service locations in your jurisdiction. FOG doesn't block pump out submissions when a provider's permit expires, but it can send expiration reminders (see the end of this article).
Where to find provider permits
Click Permits in the left sidebar.
Click the Provider permits tab.
Use the filters to narrow by status, provider, or date range.
You can also view a provider's current permit on the provider's record. Open the provider. The Current permit block in the profile card at the top of the left column shows the permit's number, status, type, and dates. The Provider Permits section further down lists all of the provider's permits.
Provider permit statuses
Status | What it means |
Active | The permit is current. You choose this status on the permit. FOG changes an Active permit to Expired automatically once its expiration date has passed. |
Expired | The expiration date has passed. The provider no longer has an active permit with your program. |
Canceled | The permit was canceled manually, typically because it was issued in error or the provider's agreement ended early. |
Permit Type
Permit Type lets you categorize each provider permit — for example, "FOG", "Septic", or "Grease Trap". Your organization defines its own list of type options and decides whether the field is required or optional. If no types are configured, the Permit Type field doesn't appear on the permit form.
Setting up permit types
Click the Settings gear icon in the top-right corner.
Click Properties in the settings sidebar, then click the Provider Permit tab.
In the Standard fields table, click the pencil icon on the Type row. The Provider Permit Types page opens.
Enter a type name. To add another type, click the plus icon and enter its name.
Check Required to make the field mandatory on every permit, or leave it unchecked.
Click Save.
NOTE: You cannot delete a type that is currently assigned to one or more permits. Remove the type from those permits first, then delete it.
Using the Type field on a permit
Once at least one type is configured, a Permit Type dropdown appears on the permit form when creating or editing a permit. Select the appropriate type and save. If the field is set to required, you must select a type before the permit will save.
Filtering and sorting by type
On the Provider permits list, a Type column appears immediately after Provider Name. You can:
Sort by type by clicking the column header
Filter by one or more types using the Type filter (OR logic — returns permits matching any selected type)
Hide the column via the column selector if you don't need it
Type in CSV export
Permit Type is available as a selectable field when exporting the permits list to CSV.
Creating, editing, and deleting a permit
Creating
Click Permits → Provider permits.
Click Create Permit.
Fill in the provider, permit number, dates, and payment info.
Click Save.
Editing
Open the permit.
Click Edit.
Update the fields.
Click Save.
Deleting
Open the permit.
Click Edit, then click Delete and confirm.
Printing a provider permit
Provider permits are printed from a vehicle record. Each print fills in the permit layout with the provider's current permit and that vehicle's details. If a provider has multiple vehicles, print from each vehicle separately.
Go to Vehicles in the left sidebar, or open the provider record and find the vehicle in the Vehicles section.
Open the vehicle record.
Click Actions → Print permit.
The permit opens in a new tab and your browser's print dialog appears. Print it, or choose Save as PDF in the dialog. The tab closes on its own afterward.
NOTE: The print uses the provider's current permit: an active permit if there is one, otherwise an expired one, otherwise a canceled one. The permit fields are blank only if the provider has no permits at all.
NOTE: There is no bulk print option for provider permits. Print one vehicle at a time.
Customizing the provider permit layout
The provider permit layout controls what the printed permit looks like. You can include your city's branding, legal language, and any dynamic fields you want to show.
How to edit the layout:
Click the Settings gear icon in the top-right corner of the page.
Click Permits in the settings sub-sidebar.
Click the Provider permit layout tab.
Edit the rich-text body. Use dynamic fields with the format
%{field_name}so data gets substituted when the permit is printed.Click Save.
Available dynamic fields
Use these codes exactly as shown — including the %{} wrapper — and the value is substituted when the permit is printed.
Provider
Code | What it fills in |
| Provider's business name |
| First provider contact's full name |
| Provider's formatted business address |
Permit
Code | What it fills in |
| Permit number |
| Effective date (e.g., January 15, 2025) |
| Expiration date (e.g., December 31, 2025) |
| Permit type (e.g., "FOG" or "Septic"). Blank when no type is assigned. |
Vehicle
Code | What it fills in |
| Vehicle identification number |
| Year of manufacture |
| Make (manufacturer) |
| Model |
| License plate number |
| Tank capacity (e.g., "5000 gallons") |
| Vehicle Identification Number (VIN) |
| Sticker number (only available if your organization has sticker numbers configured) |
Other
Code | What it fills in |
| Today's date at print time (e.g., June 19, 2026) |
TIP: Provider permit layouts differ from FSE permit layouts: provider layouts focus on the provider/vehicle relationship, while FSE layouts include establishment and GCD details.
Sending expiration reminders to providers
FOG can automatically email providers before their permit expires. Reminders are configured at Settings → Notifications → Provider Permit Expiration. See the Setting Up Notifications article for the full walkthrough.
The notification email body is customizable and supports the following helper codes:
Code | What it fills in |
| Permit number |
| Provider's name |
| Permit effective date |
| Permit expiration date |
| Permit type |
| Permit status, in lowercase (active, expired, or canceled) |
FAQ
Q:Does FOG block a provider from submitting pump outs if their permit is expired?
A: Not automatically. FOG tracks the status but does not reject submissions based on permit state. Use expiration notifications and the provider permits list to manage enforcement manually.
Q: Can a provider have more than one active permit?
A: Yes. Each permit is its own record. The provider's detail page shows one current permit: an active permit if there is one. Among several active permits, it shows the one with no expiration date, or else the one with the latest expiration date.
Q: Will editing the layout change already-printed permits?
A: No. Printed permits use the layout that was in effect at print time. Future prints will use the new layout.
Q: Why is the permit number field required to be unique?
A: Permit numbers are your official identifiers. Keeping them unique per tenant prevents confusion across providers and over time.
Q: Why don't I see the Permit Type field on the permit form?
A: No types have been configured yet. An admin needs to add at least one type in Settings → Properties → Provider Permit before the field appears.
Q: Can I make the Permit Type field required?
A: Yes. In Settings → Properties → Provider Permit, click the pencil icon on the Type row, then check Required and click Save. Staff cannot save a permit without selecting a type once required is on.
Q: Do existing permits need to be updated with a type?
A: No. Existing permits have no type set, and the field defaults to optional. You can backfill types on existing permits at any time, but it is not required.