Email Settings

Email Settings



In the Email Settings, you have the ability to edit the emails that are being sent to your residents when they complete some sort of action on the BurnPermits.com website.

Emails Are Sent For: 
1. Account Created 
2. Landlord Approval 
3. Password Reset 
4. Payment Required
5. Permit Approved 
6. Permit Approved by Landlord 
7. Permit Approved by Landlord Awaiting (FD/Town Approval)
8. Permit Created - Pending Approval 
9. Permit Ready 
10. Permit Rejected 
11. Permit Revoked 
12. Please Come Back 
13. Unknown Number 

When are Emails Sent


1.      Account Created – Whenever an account is created in the system. The account is created as soon as the resident moves past the first page of the application process.


2.   Landlord Approval – When a tenant applies for a burn permit, after entering their landlord’s information, this email is sent to both parties. 
Highlighting the instructions for both the landlord and the tenant.

3.      Password Reset – When a resident requests a password reset because they forget or wish to change their password, they must select the password reset button at the home page. After they enter their email address, an email will be sent to them where they can follow the instructions.

4.      Payment Required – Typically, residents will receive the payment required email if their permit has been approved. For example, with the manual approval process, the resident is told that their permit is under review. Upon approval of the permit, this payment required email is sent to the resident with a link to finish the payment process.

5.      Permit Approved – The Permit Approved email is sent to each resident that applies for a permit that is automatically approved.

6.      Permit Approved by Landlord – Once the landlord has gone through the process and said that their tenant is able to burn on their property, this email will be sent the to tenant/applicant stating that the landlord approves of the burn application and subsequent burning.

7.      Permit Approved by Landlord Awaiting Approval – If the tenant applies for a permit that requires manual approval, even if the landlord approves it, there is still the approval of the Chief or his/her representative. This email highlights, despite the landlord approving the permit, that the Chief or his/her representative still has to approve it.

8.      Permit Created – Pending Approval – For permits with manual approval processes, as soon as the resident finishes the application for the permit, this email will tell them that the permit is not yet valid and still must be approved by the Fire Chief or his/her representative in order for it to be valid.

9.      Permit Ready – For permits with automatic approval, the permit ready email is sent to the resident where they can download their permit.

10.  Permit Rejected – For permits that have been rejected, the permit rejected email is sent to the resident, stating the reason for the rejection.

11.  Permit Revoked – For permits that been revoked, the permit revoked email is sent to the resident.

12.  Please Come Back – The Please Come Back email goes to those residents that either have not finished the application process or to those residents that no longer have an active permit in the system. The email requests that the resident log back into the system to either finish the application or renew their permit.

13.  Unknown Number – The Unknown Number email is sent to a resident if their number was used to register a burn in the automated phone system. It provides two options, 1) Whitelist – if the user whitelists their number, the next time they use that number to register a burn, it will call them by their first name. 2) Block Number – if the user blocks a number, it will prevent that number from registering a burn on that account holder’s behalf. 

Editing the Alias


The Alias is the name that appears in the resident’s inbox. By default, the name of your department will be the alias. For example, “YourDepartment@burnpermits.com”.   

To change the alias, head to Settings > Email Settings. At the top of the page you will see: 



Here, you can change the text and select Save to change the alias.


Receive Emails for Permits

Staff can receive emails notifying them that a resident has a applied for a permit, if that permit requires action (i.e., manual approval, site inspection, etc.) on behalf of the fire department or the municipality.

To have staff members receive these emails go to the Email Settings section. You will see “Emails to Notify on Permit Creation.” There will be a space for you to enter the email address(s) that you would like the email sent to whenever there are permits created that have the manual approval processed assigned (see Manage Permit Templates pp.   for information on how to assign the manual approval process).



After entering the email address(s), select . 

The email that is sent will come in as an Approval Request highlighting the name and contact information of the resident, the permit number along with the permit history of that resident.

Hyperlinks will be provided in the email allowing your staff member(s) to quickly jump from the email to:
  1. The digital permit view;
  2. Google Maps where they can see the exactly location of the resident’s address;
  3. The Web-Based Control Panel where they can approve or reject the permit.




Editing Email Templates

To edit the wording of the emails sent to your residents, head to the Email Settings tab under Settings. From there locate the email you wish to edit: 




From here, you can edit the subject line, the heading (title) and the main body text of the email. 

There is also the option to add in interactive links by clicking on the legend drop down right above the Preview button. 




You can then place your cursor over the different legend options to see what each option will insert. From there, click on the Legend option you wish to insert into the text box. By Clicking on the option, it will act as the Copy function. Then you can Right Click > Paste or Ctrl/Command + V the option into the text box. 


Next, Select either the button on the right or to preview what the email will look like when sent to the resident: 




Once you are happy with the email template. Select  at the bottom of the Preview pop-up: 






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