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, 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)
Payment amount, payment date, and payment method
Optional notes and 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 and look at the Permits section.
Provider permit statuses
Status | What it means |
Active | The permit is current. The effective date is in the past and the expiration date is in the future. |
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. |
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 Actions → Edit.
Update the fields.
Click Save.
Deleting
Open the permit.
Click Actions → Delete and confirm.
Customizing the provider permit layout
The provider permit layout controls what the printed or emailed 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
Provider permit layouts can reference data from the provider, their vehicles, and the permit itself. The exact field names appear in the layout editor as you build the body. Common ones include:
Provider name
Permit number
Effective date
Expiration date
Vehicles (number, license plate, etc.)
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.
FAQ
Does FOG block a provider from submitting pump outs if their permit is expired?
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.
Can a provider have more than one active permit?
Yes. Each permit is its own record. The provider's detail page shows the current permit (most recent, active status).
Will editing the layout change already-printed permits?
No. Printed/emailed permits use the layout that was in effect at print time. Future prints will use the new layout.
Why is the permit number field required to be unique?
Permit numbers are your official identifiers. Keeping them unique per tenant prevents confusion across providers and over time.