What are the planning application process statuses?

This tutorial outlines typical planning process phases and steps in Cloudpermit. The exact sequence of them depends on the planning application type. 

Phase: Pre-consultation

The mandatory pre-consultation belongs to many planning application processes where applicants prepare and submit a pre-consultation request in Cloudpermit. 

The local government authorities review the requests and prepare the requirements for the application phase.  

StatusResponsible assigneeDescription 
DraftApplicantAn Applicant has created a request that has not been submitted yet.
Applicant fills out project data, uploads draft plans, and requests pre-consultation from the municipality's planning authority. 
RequestedLocal government authority The Applicant has sent the pre-consultation request to the local government planning authority. 
In ProgressLocal government authority The local government authority begins the pre-consultation process. The processing may include meetings and circulation requests for other stakeholders.
The local government authority creates a draft application for an Applicant and prepares a pre-consultation result in Cloudpermit. 
CompletedApplicantThe local government authority completes the pre-consultation. The result is published in Cloudpermit, and the Applicant receives an email notification about it.  
The Applicant will receive a draft planning approval application with the required information in the application workspace.


Phase: Application

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

StatusResponsible assigneeDescription
DraftApplicantThe Applicant starts filling out the draft planning application and uploading the required drawings and other documents.
The Applicant signs off an application and submits it (a digital sign-off or uploading the affidavit).
SubmittedLocal government authority The draft planning application moves to the municipality's planning authority for initial checks and deeming as complete.
PaymentApplicantThe Applicant pays the application bill.
The payment can happen in many phases. However, the application fee is typically collected after the local government authority has done the initial checks.
Other possible payment stages 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 authority After the payment, the application returns to the planning authority's work queue for processing.
In CirculationLocal government authority The local government authority continues to work on the application and sets it to "In Circulation" status.
Circulation may be needed from various stakeholders, 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 authority
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 approval request is moved either to "Draft approval" or "In approval," depending on whether the application is sent back to the Applicant.
Draft ApprovalApplicantApplicants (Agents) have received a draft report from the municipal planning authority, requesting comments, changes, and clarifications to the application. The approval status changes to " Draft approval."
Applicants prepare their responses and resubmit the approval request to the planning authority.
Draft Approval ReviewLocal government authority The local government authority reviews the resubmission.
The submission may also go back to the "Circulation" phase.
The local government authority 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 authority sets the application to the "In approval" status.
In ApprovalLocal government authority The application has been moved to the planning authority's meeting to decide.
Reports have been published, public notices are made, and meetings are held.
ApprovedLocal government authority If the planning authority decides to approve the application, the status becomes "Approved."
Now, agreements can be signed off and uploaded to Cloudpermit.  
RefusedLocal government authority If the planning authority refuses the application, the status becomes "Refused."  
AppealedLocal government authority An appeal can be made after the application has received its decision (or no decision in time).
The appeals are made outside of Cloudpermit. However, the local government authority changes the status to "Appealed" if needed. 
RejectedLocal government authority After the approval has been submitted and moved to "In approval" status, the planning authority can reject the application, for example, if the Applicant has not provided the change requests or any other requested information on time.
WithdrawnApplicantWhen the approval request has been submitted but has not been moved to "In approval" status, Applicants can request to withdraw their application. 

The local government authority confirms the withdrawal request. 


Phase: Fulfillment

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

StatusResponsible assigneeDescription
ApprovedLocal government authority The 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 authority  When all the conditions are fulfilled, and the securities are refunded, the prior application status before archival is "Finished."


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