Guelph Permit and Application System: frequently asked questions

Accounts and passwords

From the Guelph Permit and Application System login page, select “Forgot your password?” and enter the email address used when you signed up for the account. An email will be sent to you, confirming the password reset request and providing a link that will direct you to the Guelph Permit and Application System to enter in a new password. Please check your spam and junk mail folders for the email. The link within the email expires in 60 minutes and you can click “Request new link” to receive another email.

From the Guelph Permit and Application System select “Create an Account”. You will be prompted to select the type of account you would like to create. This is the profile you will use to apply for permits. Make sure this information is valid and accurate.

An Individual account should be selected for:

  1. A homeowner applying for permits on their own behalf.
  2. An employee representing an organization. The business will invite an employee to their organization account by the employee’s email address. The employee will create an individual account using that email address and will be linked to the organization account. The employee can access building permits on behalf of the organization.

An Organization account represents a company, business or organization. Organizations can invite multiple employees to be associated with the account and assign administration access using “Manage Employees” from the dashboard. All those who are associated with the organization account will have access to permit and application records.

Yes! Create an individual account and then select “Add Organization Profile” from the Dashboard or the dropdown menu along the top of the page. You are able to create multiple Organization accounts using one email address. If you have multiple accounts associated with one email you will be prompted to choose which profile you would like to represent when you log into the Guelph Permit and Application System. You also have the ability to switch profiles to a different organization during the same session.

Yes! You are able to create multiple Organization accounts using one generic email address (e.g. [email protected]). Select “Add Organization Profile” from the dashboard to create a new profile. If you have multiple accounts associated with one email you will be prompted to choose which profile you would like to represent when you log into the Guelph Permit and Application System. You also have the ability to switch profiles to a different organization during the same session.

No. Unfortunately you cannot create multiple individual accounts using the same email address. Please create individual accounts with unique email addresses.

Change your email address, address and phone numbers through your Profile. You can access your profile from the dashboard or from the dropdown menu along the top of the page.

You are able to change the first name and last name on an individual profile. You cannot change the organization name on an organization profile.

Granting others access to your accounts

If you have an Organization account you have the ability to add users as an employee or administrator. The role of administrator has the ability to add, edit or delete employees. Administrators and employees will have the same access permissions to permits.

The added user will receive an email indicating they are being invited to join the organization through the Guelph Permit and Application System. They can accept through their existing account or will be prompted to create a new account. Once the invitation has been accepted, the user sees the organization listed as a profile on their account.

As the permit applicant or property owner, you are able to add Permit Participants to your application or permit at any time on an open permit. If you are the contractor on a permit you are able to add subcontractors (plumbing, HVAC, etc.). To do this select the “View/Edit” button on any permit and under the “People Information” section select the “Add People” button. You can choose the role of the participant and will be able to add an individual or organization to the permit.

The added participant must have an account with the Guelph Permit and Application System to access the permit details. The role of the participant on the permit will determine the permission level. Some roles have view only access and others have the ability to upload documents, pay fees and book inspections.

The employee must have an individual account with the Guelph Permit and Application System and have been invited by their organization to be a user. Once the invitation has been accepted the employee will see the organization as a profile option when logged into the system.

If the organization or business has applied for a permit or has been added to a permit, the employees of the organization can access permit details through the Guelph Permit and Application System. You will have access to pay fees, upload documents, book inspections and add permit participants.

As the permit applicant or property owner, you are able to add, edit and delete Permit Participants on your application or permit at any time. An email notification will be sent to any added permit participant notifying them which permit they have been added to. Note: the permit applicant cannot be changed.

You are required to add a contractor on most building permit applications. Once added, the contractor will have permissions to add, edit and delete subcontractors (drain, electrical, HVAC, plumbing and site supervisor).

Once a participant has been removed from a permit they will no longer have access to it.

The PIN is the Guelph Permit and Application System’s unique Personal Identification Number (PIN) for each user profile. The PIN can be found by logging into the system and navigating to “My Profile”. You can provide your PIN to others to be quickly added to permits.

Fees

When your building permit application has been accepted, you will be notified by email to sign into your account to pay the permit fee. Select “Pay a fee” from the dashboard and navigate to the applicable fee. You can also pay the fee within the permit details view.

Yes. Sign into your account and select “Pay a fee” from the dashboard. All outstanding fees on all permits will be listed. Select any fees from any permit that add up to be $5,000 or less and then select “Pay Now”.

All fees $5,000 or less must be paid through the Guelph Permit and Application System. If a single fee is over $5,000, contact [email protected] to pay the fee. If multiple fees add up to over $5,000 they can be paid through multiple sessions.

Drawings and forms

During the permit application you will be prompted to submit a number of required documents based on the permit type. Go to Guelph Building Services for additional information on drawing requirements.

Most smaller residential projects can be designed by the homeowner as long as the drawings are drawn to scale, and include all of the required information. If you feel that your project is too complicated to handle yourself, we recommend that you retain the services of a qualified designer to prepare your drawings and specifications.

All industrial, commercial or institutional building permit applications will require drawings by a qualified designer, architect or engineer.

Photos will not be accepted. We can only accept digital or scanned PDF files.

Review all requirements for residential drawings and industrial, commercial and institutional drawings prior to submitting.

File requirements:

  • All files must be in PDF format, created using Adobe version 1.4 or higher.
  • The files can’t be secured in any way (e.g. not password protected).
  • If any PDF files have bookmarks, all bookmarks must work properly.
  • All drawings must be drawn to a recognizable scale (e.g. ¼” = 1’-0”) and dimensioned to the outside of exterior walls.
  • Single line drawings will not be accepted.
  • Files shall not exceed 50 megabytes in size.

Various forms that may need to be submitted can be found on guelph.ca/building.

Applying for permits

Select “Apply for a Building Permit” from the main dashboard within the Guelph Permit and Application System. A listing of Draft Applications will be displayed. Please resume any previously started application. If required, select “Yes I want to start a new application” button to begin a new application.

Yes. If you have started a building permit application you can select “Resume Later” at the bottom of the application webpage. Your progress will be saved. To resume your application select “View my building permits and applications” from the dashboard. A listing of all building permits and draft applications will be presented. Select the “Resume” button beside the selected appropriate draft application. You will need to complete the checklist each time you resume the application

Try searching with less information. Start with just the street name, then select the address from the list.

BCIN stands for Building Code Identification Number. More information is provided on Where to find a qualified designer and registered firm.

You can enter either N/A, architect, or engineer.

Building Services staff will verify ownership, and update as needed, once the building permit application has been accepted.

You are able to check the status of your application through the Guelph Permit and Application System. Select “View my building permits or applications” from the main dashboard. The Status of the application is displayed with the permit listing.

Review resources for home owners and renovator regarding residential building permit approval process.

Review the guide to building permits for business owners and developers regarding requirements, inspections, approval process, etc.

How do I make changes to my permit?

To make changes to a permit that has been issued, you will need to revise your permit. Select the “Revise Permit” button within the Permit details. Complete the required information and include a detailed description of the changes requested. Upload new drawings, documents and forms.

Building Services staff will review the requested revision and determine if a revised permit is required. If a revised permit is required, once the application has been accepted, you will be advised of the additional fee(s) to be paid.

If your permit is still under review, you can upload your new drawings and notify your plans examiner by email that you have made some changes. If you are unsure who your plans examiner is, please email [email protected].

Navigate to your permit and select the “edit/view” button to open the Permit Details page. Select the “Request to Cancel” button at the top of the page.

If work has started on the project you cannot cancel the permit and require building inspections on the work already undertaken. You are able to make changes to the permit if the project has changed since your application.

If work has not started you will be prompted to book a request to cancel inspection. The building inspector will visit the property to confirm that no work has started. Once confirmed, the permit will be cancelled.

Booking inspections

A list of all required inspections can be found on your issued building permit. When logged into the Guelph Permit and Application System, use the inspection booking icon beside the building permit to access inspections.

In some cases, we can accept requests for specific times. In the comments section of the inspection request:

  • Request a specific time
  • Request an AM or PM inspection
  • Request to receive a call approximately 30 minutes before the inspector expects to arrive.
  • If the area to be inspected is occupied by a tenant, and you need to give 24 hours’ notice to the occupant, you may request a one-hour time window between the hours of 9 a.m. to 4 p.m.
  • A one-hour window may also be requested for any inspection where a specific test is to be performed during the inspection, such as a plumbing test.

You will be contacted if your specific request can’t be accommodated.

Log in to view your permit. If you can see the date of inspection beside the inspection type, you can consider the inspection scheduled as requested. If your requested day or time that can’t be accommodated, you will received a call. Be sure to include your phone number on all booking requests.

Yes. You can book multiple inspections on one permit or multiple inspections on multiple permits. Use the “Schedule/Cancel inspections by type” to quickly book inspections on multiple permits for the same day based on the type of inspection required.

Yes. If you have added your contractor or subcontractor to your permit, they will be able to book and cancel inspections.

The applicant, owner or contractor has the ability to add a sub-contractor as a participant on the permit immediately using the sub-contractor’s PIN number. The PIN is the unique personal identification number within the Guelph Permit and Application System. You can find the PIN within your Profile.

Alternatively, the applicant, owner or contractor can add a sub-contractor by providing the name and contact information of the sub-contractor. It may take up to 48 hours for Building Services staff to add the profile to the permit.

The sub-contractor will only have permissions to book and cancel inspections on a permit they are added to through the Guelph Permit and Application System.

The applicant, owner or contractor has the ability to add a sub-contractor as a participant on the permit immediately using the sub-contractor’s PIN number. The PIN is the unique personal identification number within the Guelph Permit and Application System. You can find the PIN within your Profile.

Alternatively, the applicant, owner or contractor can add a sub-contractor by providing the name and contact information of the sub-contractor. It may take up to 48 hours for Building Services staff to add the profile to the permit.

General

No. Submitting an application does not mean that you have obtained a building permit. You are not permitted to start any work until the permit is issued.

Review additional resources for residential building permits and for business owners and developers.

Most residential applications are reviewed within 10 business days. The review of larger residential applications and non-residential applications range between 15 to 30 business days.

Review additional resources for residential building permits and for business owners and developers.

Log on to the Guelph Permit and Application System. If you are unable to download, open or print the permit package, email [email protected] for assistance.

These situations are treated on a case-by-case basis. In most cases, all work is not required to be opened up for inspection. However, regardless of when the work is completed, all mandatory building inspections need to be completed. This may result in some work needing to be exposed for inspections.