What are the planning application process statuses?

This tutorial outlines typical planning process phases and statuses on Cloudpermit. The accurate sequence of phases and statuses depends on the type of the planning application.

Phase: Pre-consultation

In most of the planning application processes, there is a mandatory pre-consultation phase. The applicants prepare and submit a request in Cloudpermit. The respective local government users review the request and prepare the requirements for the application phase.  

StatusResponsible assigneeDescription 
DraftApplicantAn applicant has created a request. It has not yet been submitted.
Applicant fills out project data, uploads draft plans, and requests pre-consultation from the planning authority.
RequestedLocal government userThe applicant has sent the pre-consultation request to the local government planning authority, which starts the pre-consultation process on the application.
In ProgressLocal government userThe local government authority begins the pre-consultation process.  The processing may include meetings and a circulation request for other stakeholders. The local government authority creates a draft planning application for an applicant and prepares a written result from the pre-consultation.
CompletedApplicantThe local government authority completes the pre-consultation. The result is published, and a notification is emailed to the applicant, and the applicants can see the prepared draft application with the required information.

Phase: Application

In the Application phase, the applicants prepare an application submission to the local planning authority. After deeming the application complete, the authorities circulate and review the application and prepare a report. In some types of applications, the reports are sent back to the applicants, and there can be multiple rounds of revisions and resubmissions. The planning authority decides for the application, and the application process can end with approval or an agreement. 

StatusResponsible assigneeDescription
DraftApplicantThe applicant starts filling out the planning application and uploading the required drawings and other documents. The application is signed and submitted at the end of the stage (digital sign-off or uploading the affidavit).
SubmittedLocal government user The planning application moves to the planning authority's application queue for initial checks and deeming as complete.
PaymentApplicantThe applicant pays the application. The payment can happen in many phases, but the application fee is typically collected after the local government user has done the initial checks. Other possible stages for payment are when the application is submitted (upfront payment) or later on in the process when the application is ready to be approved.
Application CompleteLocal government user After the payment, the application returns to the planning authority's work queue for processing.
In CirculationLocal government user The local government user continues to work on the application and sets it to In Circulation status.
Circulation may be needed from the various stakeholders within the government, such as departments, agencies, conservation authorities, and utility companies.
The local government authority can add conditions(s) to an applicant to be fulfilled during the circulation round.
In ReviewLocal government user
The local government authority reviews the draft approval application and plans. A report is prepared, and the application is assigned to a planning authority's meeting.
After completing the review, the status is changed either to a Draft application or to In approval, depending on whether the application is sent back to the applicants at this stage.
Draft ApprovalApplicantApplicants (agents) have received a draft report from the planning authority, requesting comments, changes, and clarifications to the application. Applicants prepare their response and resubmit it back to the planning authority.
Draft approval status exists in planning processes where a draft report is sent back to the applicants for changes and clarifications.
Draft Approval ReviewLocal government userLocal government user reviews the resubmission. The submission may go back to circulation. The local government user may create a new draft report to request further comments, changes, and clarifications to the application. If the application is ready for decision making, the local government user will move the application to the In approval status.
In ApprovalLocal government userThe application has been moved to the planning authority's meeting for a decision. Reports have been published. Public notices are done, and meetings are held.
ApprovedLocal government userIf the planning authority decides to approve the application, the status becomes Approved. In this status, agreements can be signed and uploaded to Cloudpermit.  
RefusedLocal government userIf the planning authority decides to refuse the application, the status becomes Refused.  
AppealedLocal government userAfter the application is has received its decision (or no decision in time), an appeal can be made. The appeals are done outside of Cloudpermit, but the local government user can change the status if an appeal has been made.
RejectedLocal government userAfter submittal, until the application has been moved to In approval status, the planning authority can decide to reject the application, for example, if the change requests or requested further information are not provided on time.
WithdrawnApplicantAfter submittal, until the application has been moved to In approval status, the applicants can request to withdraw their application. The local government user confirms the withdrawal at the planning authority.

Phase: Fulfillment

Some planning application processes end when the approval is made, but some processes stay open for fulfillment until the project ends. 

StatusResponsible assigneeDescription
ApprovedLocal government userThe planning authority with other local government departments follows and signs off upon all conditions when met. A planning authority may also control the securities that are paid.
FinishedLocal government userWhen all the conditions are fulfilled, and the securities are refunded, the last status before archival is Finished.

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