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 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 in the left panel (alongside Contacts and Vehicles). The current permit's type appears in the permit summary at the top of this 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. |
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 field is hidden everywhere.
Setting up permit types
Click the Settings gear icon in the top-right corner.
Go to Properties → Permit properties.
In the Permit Type section, click Add Type and enter a name.
Repeat for each type your program uses.
Toggle Required to make the field mandatory on every permit, or leave it optional.
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 Actions → Edit.
Update the fields.
Click Save.
Deleting
Open the permit.
Click Actions → Delete and confirm.
Printing a provider permit
Provider permits are printed from a vehicle record. Each print generates a PDF using the provider's current permit combined with 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 PDF opens in your browser. Save or print from there.
NOTE: The print uses the provider's current permit. If the provider has no active permit, the permit fields in the PDF will be blank.
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 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
Use these codes exactly as shown — including the %{} wrapper — and the value is substituted when the permit is printed or emailed.
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., Jan 15, 2025) |
| Expiration date (e.g., Dec 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., Jun 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 status (Active, Expired, or Canceled) |
VERIFY: The release brief states that %{provider_permit_type} is also available in this email notification template. This was not confirmed in the code at draft time — please verify with engineering before publishing.
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 the current permit (most recent, active status).
Q: Will editing the layout change already-printed permits?
A: No. Printed/emailed 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 → Permit properties before the field appears.
Q: Can I make the Permit Type field required?
A: Yes. In Settings → Properties → Permit properties, toggle Required in the Permit Type section. 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.