This guide will show you how to link fees to different record types using Preset Fees. You’ll learn how to make some fees required for all records within a module, some for specific record types, and some for specific record subtypes. By the end, you’ll be able to set up fees so they appear automatically and save time.
Who is this for?
System Administrator | Container Administrator
Important Note
This guide is designed for Administrators responsible for configuring fees and workflows within the Permitting module. Your exact steps may vary depending on your role and agency setup.
What are Preset Fees?
Preset Fees are a way to make fee management simple and fast in the Permitting module. They let you decide which fees show up automatically for permits. You can link fees to all permits, a specific type, or a subtype. You also control whether a fee is required or optional. This helps keep you fee list clean, reduces mistakes, and saves time.
How to Access Preset Fees for a Module
Before you can link fees, you need to know where to find Preset Fees in the system.
Log in to your CivicPlus site.
From the left-hand toolbar, click to expand Admin Tools and select Database Management.
Within Database Management, select Utility Module.
Note:
To use Preset Fees, you must have already created and configured the fees in the system. For help with this, please view our Create and Manage Fees article.
Go to the right-hand menu and select Preset Fees for Records.
How to Link a New Fee to Types and Subtypes
Linking a fee to a module means it will show up automatically on every record in the module. This useful for fees that always apply, like a standard Application Fee.
Log in to your CivicPlus System.
Navigate to the left-hand sidebar and click the dropdown menu for Admin Tools and select Database Management.
Click into the Utility Module.
Navigate to the right-hand sidebar and select Preset Fees for Records.
In the Case Load drop-down menu, select the module you are wanting to link fees to. For example, Permits.
(Optional) Select the Type to associate with a Record Type.
(Optional) Then select the Use to associate with a Record Subtype.
Click Load Case Fees.
Click Add Another Fee.
From the drop-down menu, select the fee you want to apply to the selected Record Type or Subtype.
Set the Blue Checkbox.
Note
If the checkbox is checked, the fee is required. It will automatically appear on all relevant permits as a default fee.
If the checkbox is unchecked, the fee is optional. It will not appear automatically but can be quickly added using Record Itemization.
Click Save Relationships.
How to Make a Fee Required or Optional
Preset fees are fees the system can automatically add to permits. You can make a fee required (always added) or optional (staff can change it later under Record Itemization on the Fees tab).
Log in to your CivicPlus System.
Navigate to the left-hand sidebar and click the dropdown menu for Admin Tools and select Database Management.
Click into the Utility Module.
Navigate to the right-hand sidebar and select Preset Fees for Records.
In the Case Load drop-down menu, select a Module.
(Optional) Select Type to select the Record Type.
(Optional) Select Use to select the Record Subtype.
Click Load Case Fees.
Check the toggle to make the fee Required.
Uncheck the toggle to make the fee Optional. If the fee is Optional, it will be available under Record Itemization in the Fees tab, where staff can add or remove it as needed.
Click Save Relationships.
How to Delete a Fee in Preset Fees
When you delete a fee from Preset Fees, it will be removed from both required fees and optional fees under Record Itemization. This means it will no longer appear automatically or as an optional choice when creating new permits.
Deleting a preset fee does not delete the fee itself from the system, it only removes the preset relationship to permits. The fee item will still exist in your database for reporting or future use.
Log in to your CivicPlus System.
Navigate to the left-hand sidebar and click the dropdown menu for Admin Tools and select Database Management.
Click into the Utility Module.
Navigate to the right-hand sidebar and select Preset Fees for Records.
In the Case Load drop-down menu, select a Module.
(Optional) Select Type to select the Record Type.
(Optional) Select Use to select the Record Subtype.
Click Load Case Fees.
Click Delete next to the fee you would like to remove from the Preset Fees.
Click Save Relationship.
Knowledge Check
Question 1: Do you need to configure fees in the system before you can set Preset Fees?
Answer: Yes, fees must already be configured in the system before you can preset them.
Question 2: (True or False) Preset Fees can be linked to all permits, a permit type, or a permit subtype.
Answer: True. Preset Fees can be linked to all permits, a permit type, or a permit subtype.
Question 3: (True or False) Preset Fees allow you to decide whether a fee is required or optional.
Answer: True. You can set fees as required or optional when creating Preset Fees.
Question 4: (True or False) If the blue checkbox is unchecked, the fee will still automatically appear on every permit.
Answer: If the blue checkbox is unchecked, the fee does not automatically appear. To make a fee automatically appear as a Default Fee, you must check the blue checkbox.
Question 5: Give one example of when you might apply a fee to all permits instead of just one permit type.
Answer: Example: An Admin Fee might apply to all permits, while a Plan Review Fee may only apply to certain permit types.